Item Scheduler: Viewing Availability & Adding Events

Events Item Scheduler

• Under Calendar > Items Scheduler choose one of the "Daily Item Scheduler" or "Weekly Item Scheduler".

• Next, you have the option of selecting the date for your reservation. You can scroll forward one day or back one day as shown below.

• You also have the option of filtering the scheduler by selecting the blue "Filter Scheduler" button. You can filter your item selection by "location(s)" and by item(s) based on your item selection.

• There are also several additional filters to choose from!

• Example: Here is an example of the filtered scheduler.

• The scheduler above shows total availability for the filtered spaces.
• Depending on the filters you set, more than likely, there will be several events showing on the scheduler.
• If you expand the Event Category Legend, you will see which colors on events are represented by which event categories.  

Helpful Tip: If you begin the process from the Item Calendar, it will help avoid an obvious conflicts from the onset. However, there is real-time conflict checking as you continue with the event details and add items (spaces, resources, and services).

Scheduling New Events 

• Now you are ready to select the space and date/time that you want to begin with by double-clicking an available time increment to the right of the item (see 1st attachment below), which will then open the Event Details of the "Quick Event Create" process (2nd attachment).

•  Add the Event Name (Required) description, end time, reoccurrence option and more!
  • You will notice that because we started with the Item Scheduler, the date and time were pre-populated within the Event Details page of the "Quick Event Create" form. The item is also pre-populated! 

•  For recurring events the start and end date should be the SAME, while allowing the selected reoccurrence option to define how the event reoccurs.
  • The same rule applies for "Begin Setup" and "End Teardown" dates.
• The ONLY situation where the start and end date would be different is when the event is one long continuous event that lasts overnight for a period of day(s)/week(s).
  • The same rule applies for "Begin Setup" and "End Teardown" dates.

•  Begin Setup Date/Time and End Teardown Date/Time are optional unless an admin has made them required in your account settings. 
• Recurrence options include Daily, Weekly, Monthly, Yearly, or Custom.

• Select "Is Public" if you want your event to be shown on your Public Calendar once it is in an approved status.
• "Is this Event Offsite" - Use this option if the event will not happen on campus and then enter the name of a place or an address.
• "Is this Event Virtual" - Use this option if the event will not be in person but online. Once you toggle this on, you can then add a URL for a meeting link to Zoom, Teams...
•  "Location(s)" - This will be pre-populated from your selection within the Item Scheduler.
• "Category" - Add one or multiple categories that are appropriate for the event.

• Click NEXT....you will see that your item that was selected within the Item Scheduler is pre-populated. The green check mark confirms that it is available with no conflicts!

• Continue with adding any other desired Items (Spaces, Resources, Services) and Submit the event for approval! That's all there is to it!