To start adding an event you can click "Add Event" at the top right hand side of your Event Scheduler account or go to Calendar > Item Schedulers > Daily Spaces and double click on any empty/available space.
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Related articles:
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Item Scheduler | Viewing Space, Resource or Service Availability & Adding Events
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Event | Adding Recurrence Rules: Making an Event Recurring
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All Day Option
If your event doesn't have a true start and end time and you need to reserve whatever spaces, resources, and services for the entire day, you can toggle on "All day Event".
Start and End Dates
- Add "Event Start Date" and "Event End Date" (see attached below). The dates should be the same date, unless you are adding a continuous event from one date to another and want to block out all items for this time frame.
- Example: Student Lock-out, Conference, Vacation Bible School, etc.
- Conflict detection will "reserve" the spaces and resources from the Start Date/Time to the End Time/Date".
- If you ALSO Use Setup and End Teardown Dates then make sure they are also the same as the event start and end date, unless you mean to create a space(s) and/or resource(s) reservation that lasts over a 24 hour period.
Start and End Times
- Choose the hour by selecting a number in either the AM or PM grid, then choose the minute.
- For this example below, I chose the start time as 6:05pm.
- Pick times for the End Time as well as the Setup and Tear Down times the same way!
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- The Event Start time will automatically default to your "Open Time", located within Settings > Advanced > General.
- If you started the event creation process from the Space Scheduler, the date and time will already be pre-populated.
- If you started this process from a Calendar View, the event start time will already be pre-populated.
Setup Time/Date and End Teardown Time/Date
- Enter "Begin Setup Date/Time" and "End Teardown Date/Time" (based on Admin setting selections within Settings > Advanced > General > Event Creation.)
- Conflict detection will "reserve" the spaces and resources from the beginning of the "Event Set Up Time/Date" to the "End Teardown Time/Date".
- If no setup and end tear-down times/dates are selected then conflict detection will "reserve" the spaces and resources from the beginning of the "Start Time/Date" to the "End Time/Date".
If Admins Make Setup and End Teardown Required
- If an Admin has made the Setup and/or Teardown Dates/Times required, the user will be required to add these. If a buffer has been added for either one, then these dates/times will automatically pre-populate (see settings below).
- If you have COOLSPACE (HVAC integration), your HVAC will be engaged and disengaged based on this order: First it looks for any Admin Overrides, then "Begin Setup Date/Time" and "End Teardown Date/Time". Otherwise, it will look at "Event Start Date/Time" and "Event End Date/Time".
- If you also have ramp times entered for each HVAC unit in FACILITeSPACE/Building Automation, then ramp time till be added in addition to the formula above.
- If you have SECURESPACE (door integration)your doors will be engaged and disengaged based on this order: First, it looks for any Admin Overrides. If there are no overrides, then eSPACE will send a command for the door(s) to unlock at "Event Start Time" + the Global or individual buffer that you set in FACILITeSPACE/Building Automation.
Admins Can Add a Default Setup and Teardown Time
Under Settings > Advanced > General > Event Creation there is an option for admins to enable that will automatically add in a buffer time for the set up and end teardown time. An admin can choose for the setup and end teardown time to be X min before the start and end time. Once a time is selected, then the setup and teardown time will revert to X min before and after the start and end time. However, a user can still adjust these times.
