Add Event

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Contents 1 Screen Description 2 Details 2.1 Dates/Times 2.2 Locations 3 Operations

Screen Description

The Add Event screen is the first of three screens that the user goes through to request location(s) for a new event.

Details

• Event Type
  • The only types that can be requested are Special Event (about any event that is not directly course-related) and Course Event
  • Only administrator or event manager can create a course event
• Academic Session
  • The academic session influences the dates and rooms available
  • If an event has meetings over more than one academic session, it needs to be set up with the dates in one session first, and then, after the event has been created, the user can click Add Meetings (in the Event Detail screen) and add meetings with dates in another academic session
• Expected Size
  • For special events only
  • The estimated number of people coming to the event
• Classes/Courses
  • Select classes/courses for the course event
  • If you check "Students are required to attend this event", the students from related classes/courses will have a time block that will be considered during e.g. examination timetabling (if it hasn't been done yet) or when planning other course events

Dates/Times

• Dates
  • Click on dates to select when people should meet for this event
  • Click e.g. on Mon to select all Mondays for the given month
  • Click on week of year to select the whole week (Sun through Sat)
  • Click the upper left hand side square for a given month to select all dates in that month
  • Dates outside the academic session and dates in the past are disabled for selection
  • To deselect dates, click on Not Selected in the legend and then click on the previously selected dates
• Time
  • Select start time and stop time for all the meetings of this event (for all the dates you selected in the calendar)
  • When there is focus on the time drop down, it is possible to type in e.g. "10p" to get to "10:00pm" or e.g. "73a" to get to "7:30am" (it works the first time you type; then you need to hit Backspace to clear the numbers/letters you entered before)
    • You can use time in 24-hour format as well, e.g., 2300 will select 11:00pm
    • You can use am/pm distinction between the hours and minutes, e.g. 8p30 will select 8:30pm
    • You can use backspace key to undo the last character, delete key to start over

Locations

• Location
  • Select type of location for your event
  • If no location type is checked, all of them are considered
• Building
  • If the location type you want is not Outside Location, you can limit the room search to a specific building
• Room Number
  • You can limit the room (or outside location) search to rooms (outside locations) with a specific number or name
  • Wild cards can be used, for example
    • "*Mall*" to find available malls
  • "1*" to search for all rooms/locations starting with 1
• Include close by locations
  • Can be checked only for rooms, not for outside locations
  • When checked, the rooms offered to you for the event will be not only from the building/room selected, but also from buildings close by
• Room Capacity
  • Type in Min or Max or both to limit the rooms you will see in the Event Room Selection screen by their size
• Room Groups
  • Select to what room groups you want to limit the search
  • If none is selected, all room groups are considered
  • If more than one is selected, the locations in any of the groups are considered
• Room Features
  • Select features you require in the location for your event
  • If no feature is selected, features are not considered in the search
  • If more than one feature is selected, only such locations are considered that have all of the selected features
• Note: Only rooms that are controlled by a department associated with an event manager can be reserved in the Event Management section of this application

Operations

• Show Availability (Alt+N)
  • Go to the next (Event Room Selection) screen to proceed with room selection for the dates/times you selected in the Add Event screen
• Back (Alt+B)
  • Go back to the screen you came from

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