Jan 5, 2016 - also describes the use of each new field and command by Admins, authorized ... When a District Admin logs
ML Schedules Facility Use Request Software ™
No. 05
Issued: Jan. 5, 2016
Page 1 of 4
tech note
NEW FEATURE > FACILITY REQUEST FORM
New Fields & Reports: Equipment, Group, Personnel, Attachments and others What are the new features? Based on customer suggestions, ML Schedules™ Facility Use Software now allows District Admins to: • Collect additional event operational information using new Equipment and Personnel fields on Facility Use Request forms. • Control the display of items relating to events including Terms and Conditions, Billing Group Classifications and public event details. Authorized District staff such as custodians and AV technicians can also now generate a variety of reports that aggregate data from these new fields into daily operational documents. Additionally, Group Managers can now attach up to (6) files with each Facility Use Request—such as signed certifications—based on District Requirements. This Tech Note shows the relationship between Admin controls and what a user sees on a Request form; it also describes the use of each new field and command by Admins, authorized staff, and Group Managers.
New Provider Admin Settings When a District Admin logs into the ML Schedules™ software website, an additional Admin drop-down menu option—Provider Admin—is now available. Selecting this new command displays a Provider Admin screen that allows a District to: • Hide or Show any or all of the new Equipment and Personnel fields; • Enter text for District Terms & Conditions and Billing Group Classifications that is always accessible to Group Managers during the Request process, and; • Set the District’s public event details (or show as “Busy”) Note that all settings made in this screen are district wide: fields set to Show will appear on all Facility Use Request forms for your District regardless of the site, space, or type of facility selected. A Provider Admin screen with sample settings and the resultant Facility Use Request form are shown on the next page. —continued—
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ML Schedules™ Facility Use Request Software
tech note 05
NEW FEATURE > FACILITY REQUEST FORM > NEW FIELDS AND REPORTS New Provider Admin Settings (cont.)
At left is a sample new Provider Admin screen showing the Hide/Show drop-down menu settings for each Equipment and Personnel field. At right is the corresponding Facility Use Request screen displayed based on the settings made in the Provider Admin screen. Descriptions of all new fields and commands for Admins, authorized staff and Group Managers appears on pages 3 – 4 of this Tech Note.
1 Provider Admin screen with sample settings
2 Resultant Facility Use Request screen
Show Event Details to Public field Terms & Conditions text-entry field Billing Group Classification text-entry field
Equipment & Personnel fields with Show status as set in Provider Admin screen Equipment & Personnel fields set to Show status
Mandatory fields not controlled via the Provider Admin screen Selecting Info icon displays window with Billing Group Classification text from Provider Admin screen Selecting (view) in Agreement check-box text displays window with Terms & Conditions text from Provider Admin screen
—continued—
2
ML Schedules™ Facility Use Request Software
tech note 05
NEW FEATURE > FACILITY REQUEST FORM > NEW FIELDS AND REPORTS
New Facility Use Request Fields and Commands Show Event Details to Public (Hide/Show) • Hide (default) displays the status Busy on your District’s community-facing calendar. Details are only visible to authorized District staff. • Show displays the event name and details on your District’s community-facing calendar. Terms and Conditions (free-text field) Districts can enter and format their Facility Usage Terms & Conditions (T&C) content in the software so no separate PDF is required. The T&C content is displayed in a pop-up window if the user selects “view” in the T&C agreement check box text at the bottom of the Facility Use Request screen. Billing Group Classifications (free-text field) Enter and format text for Billing Group Classifications at your District to provide information about how fees will vary based on Classification. Group Managers can view the Classifications text by selecting the info icon next to the Estimated Cost field, and Equipment and Personnel field headers. Note that this is an information-only field: classification codes cannot be associated with a specific Group using ML Schedules™ software at this time. Important: By default, all district-wide Equipment and Personnel fields are hidden from view in the Facility Use Request screen except where noted. District Admins must change the desired field(s) visibility setting(s) to Show for those fields to appear on the Request screen. Equipment Fields (Hide/Show) Allow users to request event-related equipment such as tables, microphones, and scoreboards as shown at right. Note that there are also (2) new mandatory Equipment fields—Other Equipment Needed and Other Equipment Bringing—that are displayed on all Facility Use Request forms. These appear as free-text fields to the Group Manager to enter notes as described on page 5. —continued—
3
ML Schedules™ Facility Use Request Software
tech note 05
NEW FEATURE > FACILITY REQUEST FORM > NEW FIELDS AND REPORTS
New Facility Use Request Fields and Commands (cont.)
Personnel Fields (Hide/Show) Allow users to request event-related personnel such as custodians, and security as shown at right. Attachments (mandatory) Allows up to six files to be attached to the Facility Use Request such as permits and signed certifications, as shown below.
Once a file is uploaded, its file name will appear to the right of the Choose File button. The Group Manager can enter a description or note related to the attachment in the free-text fields under each file name. It is recommended that any required Attachments for a specific space be listed in the Notes field of the Manage Space screen so Group Managers provide the correct files with their Requests.
New District Reports In addition to the ability to collect new data about an event during the Facility Use Request process, ML Schedules™ Software also provides a variety of new reporting capabilities to improve operational efficiency in the support of approved scheduled events. These new reports are accessible from the new Reports drop-down menu which is only visible to Admins, Reservation Managers, Approvers and staff included in the Also Notify field when the Request was approved. New available report formats, as shown on the next page, are based on a selected date range, site and/or space including: • Equipment
• Grid View
• Summary
• Calendar View
• Detailed View
• One Page Per Event
All reports are displayed in real-time and can be accessed from any Internetaccessible device including tablets and smartphones which, in turn, can virtually eliminate all hard-copy paperwork associated with these reports. —continued—
4
ML Schedules™ Facility Use Request Software
tech note 05
NEW FEATURE > FACILITY REQUEST FORM > NEW FIELDS AND REPORTS
New District Reports (cont.)
Here’s an overview of the (6) report formats with date and space search parameters shown for each report.
1 Equipment Report
4 Reservation Grid Report
2 Reservation Summary Report
5 Reservation Calendar Report
3 Reservation Details Report
—continued—
5
ML Schedules™ Facility Use Request Software
tech notes
NEW FEATURE > FACILITY REQUEST FORM > NEW FIELDS AND REPORTS
New District Reports (cont.)
6 Reservation One-Page-Per-Event Report 1. Enter Provider and Date Range.
2. Optional: Select a specific Site and/or Space from the drop-down menus to narrow results. 3. Select the Print button. A PDF file will be generated with one page per event. The file can be saved to your local drive or forwarded to another staff member via email.
Selecting Print outputs a PDF file with one event per page.
Documentation Updates The ML Schedules™ Community User Quick Start Guides will be updated with new field information related to making a Facility Use Request.
Questions or Suggestions? Please let us know via a Contact Form. Thanks.
6 MasterLibrary.com
585.270.6676
Rochester, NY
©2016, MasterLibrary LLC. All rights reserved. Please handle this document electronically if possible: only print if needed and recycle when done. Thanks.
