Event Room Availability
From UniTimeWiki
Contents |
Screen Description
The Event Room Availability screen lets the user set up dates, times, and location parameters in a similar manner as the Add Event screen. After clicking Show Availability, the user can see a time grid with information about availability of each of the locations matching his/her criteria. It is then possible to highlight available times and request those times for an event.
Filter
Dates/Times
- Academic Session
- The academic session influences the dates and rooms available
- If you are looking for availability over more than one academic session, you need to look at the dates in one session first, and then at dates in another academic session
- Dates
- Select dates by clicking on them
- Click e.g. on Mon to select all Mondays for the given month
- Click on a 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 of the period you are interested in
- 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
- 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 look at 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
Availability Table
For each room and date, the availability is displayed in 15 minutes blocks between the start and stop time indicated in the filter.
Click on any white fields (that is, not occupied by a meeting and not in the past) and click on Add Event to reserve the selected locations at the selected times.
Operations
- Show Availability (Alt+N)
- Display location availability for the dates/times/locations specified in the Filter
- The availability will be displayed in a grid below the buttons
- Display location availability for the dates/times/locations specified in the Filter
- Add Event
- Go to the Add Event Info screen to fill in necessary information about the event
- Note: you can only enter special events this way; course events have to be entered through the Add Event screen
- Export PDF
- Export the availability grid into a PDF file
- Refresh
- Refresh the availability grid (may be useful after the screen has been idle for some time, since new events may have been added by other users)
Back to Timetabling Documentation.
