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Table of Contents

General Calendar Instructions

Logging into the calendar

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  1. In the calendar service, click the "Events" tab

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  2. Click "Events: Add". This will bring you to the "Main Information" tab for your event.
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Main Information Tab

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  1. Fill out the event name.

  2. For "Publish on Selected Calendar(s)", you may have the following options described below. If you are unsure of what to select but would like your event to be visible on the public calendar, select "Public".
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    1. Select This will not display your event anywhere on the calendar. This option should only be used if you only wish to book a facility, but do not wish to have event information anywhere on the calendar. 
    2. Public - This will display the public categories available to you and will display your event on the public calendar (http://www.baruch.cuny.edu/calendar) under the category you specify.
    3. Private - This will display the private categories available to you. These categories are not exposed on the public calendar, but the event may be accessible through the private calendar and through direct links to your event.
    4. Both - This will display the public and private categories available to you. You will need to use this option if you wish to select multiple categories that are from both public and private categories for your event.
       
  3. Select the category/subcategory that best fits your event with the drop-down menu.
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    1. If there are multiple categories the event applies to, click "Select Multiple" for the category selection. If you select
    multiple
    1. this option, a screen will pop up where you can check off the categories you want the event to be under. Check those off and then click "Submit".
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  4. Fill out the event description
  5. For the event date, start time, and duration, you can opt to fill it out here or in the next screen under "Scheduling & Facilities".
  6. Click the next tab "Scheduling & Facilities" to proceed to the next screen.

Following the upgrade of the Calendar software you will notice a couple of changes within the "Event - Add and Modify/Cancel/Delete" area. The first change involves the "Schedule & Facilities" tab. A description of the change and instruction in the use of the new functionality is included below. The second change is the inclusion of a new "Request Resources" tab. The functionality related to the "Request Resources" tab is not currently in use, so please ignore this option for now.

The Scheduling & Facilities Tab

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Scheduling & Facilities Tab

The Scheduling & Facilities tab is where you can book a facility or facilities for your event date(s). If you are not the Space Manager (owner) of the facility or facilities, a facility request will be sent to the Space Manager of the requested facility after you finalize your event. Your event will not be published in the calendar until the Space Manager approves your facility request.  

For more information regarding this workflow, please visit the Active Data Calendar Space Reservation Workflow guide.

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  1. You will see three options at the top when on the Scheduling & Facilities page. Only the first two options are relevant.

    1. Select Event Date(s) - (No Facility Required)

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    1. Pick this option if your event does not have a room.
    2. Select Event Date(s) to find available Facilities

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    1. Pick this option if

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    1. you want a room for your event

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  • Pick this option if you do not have an event date in mind and wish to see the availability of a room.
    IMPORTANT - Please note that many of the rooms are not set up with schedules so the use of the availability data will not be 100% accurate. If you are planning to select a room for your event that is not "owned" by your unit, please be sure to verify availability and obtain permission from the room owner prior to selection.

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    1. .

      NOTE: Classrooms included in the calendar do not currently include academic class schedules so availability information will not be accurate. Availability of classrooms can be confirmed by the Office of the Registrar.
       
  1. If you filled out the event date, start time, and duration on the "Main Information" tab, you will find it populated on the screen here. If you

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  1. did not

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  1. , fill it out the Start Date / End Date fields and the Start and End times under "Event Time(s)".
    1. If you have multiple dates for your event, you may click "Custom Schedule" to pick out the dates your events fall upon. In the image below, we select March 26, 29, and the 30th.

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  2. After you've selected a facility option and start/end dates, click "Generate Schedule". 

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    1. If you would like the event to only be displayed during a certain date range, visible after a certain date, or hidden from the calendar after a certain date, fill out the following section that will be displayed after clicking "Generate Schedule":

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  3. You will now see a list of your event date(s) and time(s) under "Current Schedule". You may correct the start/end date(s) and time(s) here if necessary.

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  4. Please read the appropriate section below depending upon the facility option you've selected.

Select Event Date(s) - (No Facility Required) Option Selected - You do not need a room for your event

  1. If you've picked "Select Event Date(s) - (No Facility Required)", you

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  1. can proceed to the "Details & Registration" tab to finalize your event details.

Select Event Date(s) to find available Facilities Option Selected - You want a room for your event

  1. If you've picked "Select Event Date(s) to find available Facilities", check off the event date(s) you wish to book a room for under "Current Schedule". Note that you may only book the same set of rooms for the selected dates so if you have three dates in three different rooms, you will

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  1. go through this process three times.

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  2. Once you've selected your event date(s), scroll down and you will see the "Facility Search" area and some other options (room type, features, setup).

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  1. You can either type in a particular facility you wish to reserve in the Location Keyword Search ("14-250") and click "Filter Facility Checklist" or check off the rooms you wish to search and then click the blue "Search" button.

    If you are not sure which room you wish to book, you can check off "Baruch College" and click the blue "Search" button to see a full list of all rooms available.

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  2. Once you've selected a room, click "Search". You will then see a new area called "Available Room(s)". Click the checkbox under "Select" for the room and click "Save".

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  1. Some rooms may have setup options that describe how you wish for the room to be arranged. Some rooms may also have setup and tear down times. If the room is a Conference Services owned room, please do not modify these times. For non Conference Services owned rooms, the setup time is how much earlier you need to be in the room to prepare and the tear down is how much later you need to be in the room to clean up.

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    IMPORTANT - If you receive an error after searching the room that states, "There are no rooms that match your search criteria or can be scheduled for this event."

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  1. , this means that the room is not available for your request event date and time. You will have to search for another room.
     
  2. You should see the room now listed in the "Schedule Facility Booking(s)" area. This means the room is now attached to your event and you can proceed to the "Details & Registration" tab to finalize your event. 

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If you have multiple occurrences of the event (for instance, five open houses with identical event titles/descriptions), click "Custom Schedule" and select the dates.

After choosing your event dates click "Generate Schedule". This will update the screen and allow you to select a location and time for the event.

If your event has multiple dates, you can select a different location for each event date by checking off each date that will be using the same room.  

In the image below, the same room will be booked for the dates 3/28 and 3/30 therefore those event dates have been checked off.

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  1. You can also remove a room in this area by clicking the tab with the room name you wish to remove and then clicking "RESET".

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  2. Repeat this process for any other event date(s) that may need a room.
     
  3. To confirm that all event date(s) have rooms associated with them, scroll down to the "Schedule Facility Booking(s)" area

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Proceed to the "Details & Registration" tab to finalize your event details.

Select Facility to find available Date(s) Option Selected

If you've picked "Select Facility to find available Date(s)", you do not have an event date set for your event. This option will allow you to see which rooms are open at different dates and times. 

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Only the following search options are applicable at the moment:

  • The facility(s) area allows you to search against the room schedules for one or more specific rooms or buildings. If "Newman Vertical Campus" is selected, you will see room schedules for all rooms listed in the calendar that are in the Newman Vertical Campus. If a specific room is selected such as "Room 3-216" under the Newman Vertical Campus, you will only see the room schedule for that particular room.
  • "Search for Date" will allow you to see the room schedules for the facility(s) specified for the specific dates specified here. If a room is not open on the dates specified, it will not show up in the search.
  • "Search for Time Slot" will allow you to see the room schedules for the facility(s) specified for the time slots specified here. If a room does not have an opening with the time slot specified, it will not show up in the search.
Once you've put in your choices, click "Search".
You will now see an area labeled "Available Facility(s)". If the room you wish to book has all white cells, that means the room is free. The other colors are explained by the legend in the "Available Facility(s)" area.

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  1. If you see a tab labeled "Unbooked", the number in the parentheses indicates how many event dates do not have a room. If you click this tab, it will display the event date that does not have a room.

     

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  2. Once you've confirmed that your event date(s) are properly booked, proceed to the "Details & Registration" tab to finalize your event details.

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Details & Registration Tab

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  1. Fill out the contact information. For the other

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  1. boxes under "Other Event Information", check them off if it is appropriate for your event. For example, if it is a school or department event, check off the school or department that is holding it. If you do not find your school or department in the list, please send a request to the BCTC Help Desk to have this added.
  2. If you would like your event listed in the CUNY Calendar (http://events.cuny.edu/ ), select "Yes. Make this event visible in the CUNY Calendar" for the "Promote in CUNY Calendar" box

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Adding an event to the private calendar (Private calendar users only)

  1. In the calendar service, click the "Events" tab
  2. Click "Events: Add".
  3. Fill out the event name.
  4. Select "Private" for "Publish on Selected Calendar(s)
  5. Select the private category/subcategory that is available to you under "Category(s)/Subcategory(s)"
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  6. Fill out the event description
  7. For the event date, start time, and duration, you can opt to fill it out here or in the next screen under "Scheduling & Facilities". 
  8. Click the next tab "Scheduling & Facilities" to proceed to the next screen.
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  9. If you filled out the event date, start time, and duration, you will find it populated on the screen here. If you opted not to, fill it out the Start Date / End Date fields and the Start and End times under "Event Time(s)".
  10. If you have multiple occurrences of the event (for instance, five open houses with identical event titles/descriptions), click "Custom Schedule" and select the dates.
    In the example below, I've selected 1/18, 1/19, and 1/20.
    Image Removed When you are done with steps 9 and/or 10, click "Generate Schedule". This will update the screen and allow you to select a location for the event.
    If you have multiple occurences (event dates), you can select a different location for each event by checking off each event that will be using the same room and proceeding with the steps (12-13) below.
    The example image below would allow me to select a location for the 1/19/2013 event.
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     Midway through the page, you should see a Location/Building/Room(s) checkbox list. Only check off the room that the event is on (do not check off the location/building if you have a room). If there is no specific room for the event, then check off the building. If the room the event is in is not listed, please submit a request to the BCTC Help Desk to add it.
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    Once you've selected the location. Click "Save". Upon saving, the location should be reflected similar to the image below.
    Image RemovedIf you would like the event to only be displayed during a certain date range, visible after a certain date, or hidden from the calendar after a certain date, fill out the following section:
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  11. Click on the next tab "Details & Registration"
  12. For the private calendar, you will only need to fill out the contact information and select "No" for the "Promoted in CUNY Calendar" field.
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  13. Click "Preview"
  14. On the preview screen you can opt to save the event or release the event. If you save the event, it will not be published to the calendar and will only be viewable in your account. If you release the event, it will go into the calendar. The event details area shows a preview of what your event looks like in the calendar.
  15. Select save or release event and then click "Finish".
    Image Removed, otherwise select "No. Do not make this event visible in the CUNY Calendar".

    If your event is in a private category or "Select", select "No. Do not make this event visible in the CUNY Calendar" as private events and select events are not published to the CUNY calendar. 
  16. If attendees will be charged for your event, check "Yes", otherwise "No".
  17. For the "Rate Category", please see below:
    1. If your Dean/VP has not given you a rate category, you should set it to "TBD by Dean or VP". 

      As part of the Space Policy, you must get a rate category from your Dean/VP. You must save the event afterwards and send your event information to the Dean/VP. 
       
    2. If your Dean/VP has given you a rate category for your event, you should set it to the rate category they've given you here.

  18. Click "Preview" at the bottom right of the screen.

Preview Screen 

On the preview screen you can opt to save the event or release the event. See below for which option you should select.

  •  The "Save Event" option will not publish your event to the calendar or send a facility request to a Space Manager. An event should be saved when you have not received the rate category from your Dean/VP yet (Any rate category other than "TBD by Dean or VP") or if you are missing event information and wish to fill it in at a later time.

    In order to receive a rate category from your Dean/VP, you must send them the event information by following the instructions further below.
     
  •  The "Release Event" option will send a facility request to the Space Manager (if there is a facility requested) and publish your event to the calendar (if it's a public/private event). 

    If your event has a rate category of "TBD by Dean or VP" and it is released with a facility request, it will not be approved by the Space Manager. Your Dean/VP will give you a rate category for your event after you send them the event information.  Steps for sending them the event information can be found further below.


See the appropriate section below dependent upon whether or not the rate category was given by the Dean/VP.

Rate Category was received from Dean/VP and set to anything other than "TBD by Dean or VP"

  1. Click "Finish" at the bottom right of the screen if you have a rate category set to anything other than "TBD by Dean or VP". 

    You have now successfully added an event to the calendar and a facility request will be made if you have requested a facility. 

    IMPORTANT - If your event is booked for a facility that you are not the Space Manager of, the event will not be published into the Calendar until the facility request has been approved.

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Rate Category has not been received from Dean/VP and is set to "TBD by Dean or VP" 

  1. If you have your rate category set to "TBD by Dean or VP", make sure your event is set to "Save Event" and check off "Go to Event Notification Page". Then click "Finish".

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  2.  This will bring you to the "Event Notification" page. On this page, select "Email Includes Internal Notes and Comments Log" and "Third Party Recipients" where you will enter your Dean/VP's email address. Enter "Rate Category Request" for the subject and any additional information into the body of the message then click "Submit". 

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  3. The following screen will show an overview of the message. Click "Submit" to send the notification to your Dean/VP.

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  4. You are done with the event for now. The Dean/VP will send you the rate category through email (Please see the Space Reservation Workflow - Step 3), where you will then modify your event, put in the rate category, and then select "Release Event" and "Finish" in order to make the facility request to the Space Manager.

    If you do not know how to modify your event, see the section below. 

Modify/cancel/delete an existing event

If you wish to modify, cancel, or delete an existing event, you may do so by following these instructions.

  1. In the calendar service, click the "Events" tab
  2. Click "Events: Modify/Cancel/Delete".
  3. Select the event from the left-hand list and click "Submit". You can also double-left click the event you wish to modify. If you do not see the event, use the keyword search on the right if you know the event name.

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    Other useful search options:

    Select Events for a Specific Date Range
    - You can specify the start/end date to show events during this time period.
    Save for Current User Login Session - If you expect to modify the same set of events during your current session within the Calendar, saving this will prevent you from having to search for it again for the duration of the session.
    Save for all Future Session - If you expect to use this search again in the future, you can save the search by selecting this option and putting in a name for the search. In the future, you can access the same search by using the drop-down menu by "Select Saved Search".

  4. If you have more than one occurrence in your event (more than one event date), you will see the screen below. You can modify the series or an individual occurrence of the event. When you've selected which set you'd like to modify, click "Submit".

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  5. Modifying the event is similar to adding an event. You can proceed through the tabs and make edits where needed. If you wish to delete or cancel an event, you can select these options on the first tab shown in the image below. When you're done with your edits, just click "Preview" and you can save or release the event.

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Removing a room from an event

 

If you wish to remove a room from an event date, you will click on the "Scheduling & Facilities" tab at the bottom of the page. 

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Scroll down to the bottom of the page where you will see the "Schedule Facility Booking(s)" area. Click on the room (the tab) you wish to remove and then click "RESET". The room will then be removed. Make sure to click "Preview" and then "Finish" at the bottom right of the screens to finalize your changes.

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If you have multiple dates using the room that is being removed, you should modify the occurrence date where the room is not needed and follow the instructions above. You can select an occurrence by following the instructions from the above section "Modify/cancel/delete an existing event"

Changing/Removing Event Date(s) or time for an Event

IMPORTANT - Changing the event date/time for an event date where the room has already been approved will require the Space Manager to approve/deny your request again. The room will be available for others to request until the Space Manager approves your request.

If you wish to change/remove an event date or time for your event, you will click on the "Scheduling & Facilities" tab at the bottom of the page. 

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You may make your changes on the "Current Schedule" table. If you need to remove a date, you can click the "Delete" link next to the date. Don't forget to click "Preview" and then "Finish" to finalize your changes.

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Modifying Events with Registration / Active Registrants

Please follow these instructions if you wish to modify an event that accepts RSVPs on the calendar.

Please note that it is not possible to change the event date, start time, or end time when you have people registered for your event. If you only wish to change the time of the event, it is recommended the registrants are emailed with the new time and the new time can be noted in the event description.

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*If you delete (not cancel) an event with registrants, all of the registration information will be lost.*

Space Manager (facility owner) Instructions

Approving or Denying a Facility Request for Space Managers

  1. If you are a Space Manager of a facility, you may receive facility requests for events booked for your facility via email.

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  2. To view these facility requests, login to the calendar and click the "Facilities" button on the "Main Menu" page. 

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  3. To take action on these facility requests, click on either the "Event Name" link to go into further detail for the event or select "Approve" or "Deny" from the Action drop-down for instant approval/denial.

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  4. You should check and verify that a rate category has been set by clicking on the "Event Name" link and then the "Internal" button (highlighted in image below).If the rate category is set to "TBD by Dean or VP" or empty, the request should be denied.

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  5. If you clicked on the "Event Name" link and then the "Facilities" button (highlighted in image below), you will see an overview of the event with options to approve/deny the event. Check the checkbox underneath "Action" and then click approve or deny to take action on the event.

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  6. If you deny an event, you will receive a prompt to indicate the reason for denial. The Event Organizer (submitter of the event) will receive an email with the reason indicated in this window. The facility will also be removed from their event and they will have to initiate a new facility request.

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  7. If you approve an event, the event will be published into the calendar and the facility will be booked for the event. The Event Organizer will receive a message indicating the request was approved.

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Facilities Calendar Instructions - Seeing Room Availability

Using the Facilities Calendar to see room availability before adding an event

The Facilities Calendar allows you to see what rooms are available, requested, booked over a series of dates in a gantt chart. 

  1. Click "Facilities Calendar"

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  2. Check off the rooms you wish to see information for within the "Event Location" area

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  3. Fill in your start/end date parameters
  4. Select your filter option (described below)
    1. Show All Requested Facilities - Shows all facilities selected that have requests that have not yet been approved
    2. Show All Booked Facilities - Shows all facilities selected that have requests that have been approved 
    3. Show All Available Facilities - Shows all facilities selected with availability anywhere on the schedule
    4. Show All Facilities - Shows all facilities selected regardless of availability
  5. Click "Search"
  6. Rooms and their availability will be shown on the bottom of the page.

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Registration / RSVP Instructions

Add Registration to an Event

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  1. Follow steps for "Managing Registrants" above
  2. If you click the link with the number of pending, approved, denied, or cancelled registrants, this will show you a list of registrants with the specified status for that event. This screen is shown below.



  3. To email registrants, either click "Select all" if you wish to email all registrants or click the individual's checkbox under "Email". Click "Submit". The email screen is shown below.

  4. You should see the registrants' emails in the textbox labeled "Third Party Recipients". You may add additional email addresses if you wish.
  5. Fill out the "Message Subject" and the body labeled "Create Custom Email Message". When you're ready to send the email to your registrants, click "Submit". The next screen will show you a preview of your message. You can click "Submit" again to send the email.

Marketing an Event Instructions

Creating a link to a specific event for distribution

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