Facilities Scheduling FS Direct for Requestors

Facilities Scheduling Checking Availability Making a new schedule View the calendar Checking Availability Making a new schedule View the calendar

Checking Availability Put your best foot forward and begin your schedule by checking what is available. Click on the “Schedule Request” Tab Select your location, rooms, and dates. To choose multiple dates or rooms, hold down the Cntrl Key on your keyboard and click the rooms/dates you would like. Put your best foot forward and begin your schedule by checking what is available. Click on the “Schedule Request” Tab Select your location, rooms, and dates. To choose multiple dates or rooms, hold down the Cntrl Key on your keyboard and click the rooms/dates you would like.

Checking Availability

Select your date and times. You can use the check availability button under the date or the time (or both). Select your date and times. You can use the check availability button under the date or the time (or both).

Checking Availability You can use the check availability button under the date or the time (or both). Do not use “View Bookings”. As a requestor this will not show you everything that is happening, using the “check availability” button will! You can use the check availability button under the date or the time (or both). Do not use “View Bookings”. As a requestor this will not show you everything that is happening, using the “check availability” button will!

Checking Availability This screen will pop-up. Note the time frame asked for is a light creamy yellow, and both days are shown. This screen will pop-up. Note the time frame asked for is a light creamy yellow, and both days are shown.

Checking Availability According to the legend above, this view tells us that 11/8 has an organization-wide “School Event Scheduled” You can view the calendar to see what it is. In this case it is Conferences. According to the legend above, this view tells us that 11/8 has an organization-wide “School Event Scheduled” You can view the calendar to see what it is. In this case it is Conferences.

Checking Availability According to the legend, 11/15 has multiple bookings from 7-8 pm (red X’s); both rooms requested are scheduled during those times.

Checking Availability We can see that 11/8 is available from 7-9 pm So, at this time we could go ahead and make our schedule for 7-9 pm on 11/8 only, OR choose other dates/rooms/locations. We can see that 11/8 is available from 7-9 pm So, at this time we could go ahead and make our schedule for 7-9 pm on 11/8 only, OR choose other dates/rooms/locations.

Making a new schedule Now that we know when the rooms are available, lets go ahead and make a new schedule for 11/8, from 7-9 pm. Now that we know when the rooms are available, lets go ahead and make a new schedule for 11/8, from 7-9 pm.

Making a new schedule Your title should be short and sweet. Please include the building initials, and for Administration, also the room initials. Your title should be short and sweet. Please include the building initials, and for Administration, also the room initials.

Making a new schedule To select more than one room, such as the board room front and back, press the Ctrl key on your keyboard and click on the desired rooms. To schedule the whole building, click ALL the rooms. To select more than one room, such as the board room front and back, press the Ctrl key on your keyboard and click on the desired rooms. To schedule the whole building, click ALL the rooms.

Making a new schedule The duration should be equal to your meeting time, plus set up and take down. -Please DO NOT USE “spans over” to indicate the number of days you want to schedule. Tentative scheduling should be used sparingly, or not at all. The duration should be equal to your meeting time, plus set up and take down. -Please DO NOT USE “spans over” to indicate the number of days you want to schedule. Tentative scheduling should be used sparingly, or not at all.

Making a new schedule When in-district use is scheduled, chose WWPS for the organization. This will populate a drop down list. If you do not see the event’s contact name on the list, choose “Other Contact Name” at the bottom of the list and fill in their name and essentials. The same is true for out-of-district organizations. When in-district use is scheduled, chose WWPS for the organization. This will populate a drop down list. If you do not see the event’s contact name on the list, choose “Other Contact Name” at the bottom of the list and fill in their name and essentials. The same is true for out-of-district organizations.

Making a new schedule When in-district use is scheduled, you can leave the Insurance Information blank. When out-of-district- Current Insurance information is REQUIRED FROM EVERYONE! When in-district use is scheduled, you can leave the Insurance Information blank. When out-of-district- Current Insurance information is REQUIRED FROM EVERYONE!

Making a new schedule Please use the climate control service request whenever your event is after 4 pm or on a non- school day.

Making a new schedule- Asking for Services If you check a service- you must type in what service you need. This request goes to the appropriate person in the form of an . If you do not ask for it here- you will not get it! If you check a service- you must type in what service you need. This request goes to the appropriate person in the form of an . If you do not ask for it here- you will not get it!

Making a new schedule- Make your event visible Fill in the number attending your event- or your best guess Make sure your event is visible on the public calendar so everyone can know about it. Your password is “eventsup” (Not case sensitive). -SAVE Your Schedule! Fill in the number attending your event- or your best guess Make sure your event is visible on the public calendar so everyone can know about it. Your password is “eventsup” (Not case sensitive). -SAVE Your Schedule!

Your Schedule is saved!

Viewing the calendar From the “Schedule Request” tab, change to the “My Requests” tab. Then choose “My Schedule Requests” From the “Schedule Request” tab, change to the “My Requests” tab. Then choose “My Schedule Requests”

Viewing the calendar To view the calendar by Month, click “Month Calendar”

Viewing the calendar Select the Location you wish to view or “Organization Wide” to see everything. When you are ready click “Refresh Calendar” Select the Location you wish to view or “Organization Wide” to see everything. When you are ready click “Refresh Calendar”

Viewing the calendar

When looking at the schedule we just made, we can see it is on the calendar, but has a red dot next to it. According to the legend above, this means, “Requested, but not approved”. This request is waiting for approval at the building level. When looking at the schedule we just made, we can see it is on the calendar, but has a red dot next to it. According to the legend above, this means, “Requested, but not approved”. This request is waiting for approval at the building level.

Viewing the calendar If we click on the event itself, a new screen pops up with a synopsis of the event details.

Viewing the calendar This is also where your “event description” will show up if you put one in.

The end... Happy Scheduling!