User Guide

Facility Manager:

Manage Facilities

The “Manage Facilities” tool allows the Facility Management Staff to manage and set up facility properties. This is further described below in the steps associated with Manage Facilities Tool Tab. Click the “Manage Facilities” Tool tab from the Tools menu and “Manage Facilities” page shows with all facilities.

Manage Facilities

Click the “Add New Facility” link from “Manage Facilities” page, “Edit/Update Facility” page shows with the required attributes for the facility.

  1. Type in the valid values for required fields (Basic Information Section).

    Manage Facilities
  2. Select valid new facility schedules section with valid values from pre-populated drop-downs.

  3. At the start of this section, the manager is presented with a list of days with pulldown menus to be used to set
    the hours a facility is available for reservation.



    The time periods for each day of the week are the time blocks the facility is normally available for reservation on each day of the week. If a facility is closed on a given day, set the open/close time to be the same (8 a.m. to 8 a.m., for example). That will display no available times to reserve the facility for both users and managers. In the example above, the facility is available for reservations Monday through Friday, 8 a.m. to 5 p.m.. It is unavailable on Saturday and Sunday.

    The next section allows a Manager to specify the granularity of scheduling block, scheduling frequency, and advanced scheduling, for both Managers and Users. Generally, all parameters labelled "Off-Time" are parameters relating to managers scheduling functions in the "View Schedule" tab when logged in as Manager. All other parameters are for User scheduling requests.




    Time Block: This parameter specifies what the minimum time blocks appear on the scheduling calendar. For
    example, if set to 15 minutes, the scheduling calendar will show users 15 minutes blocks:




    Minimum Reservation Duration:     Minimum time for each User request. For example, when set to 30 minutes will force User's requests to be 30 minutes minimum, even if the User only requests 15 minutes.

    Minimum Off-Time Duration:     Minimum time for each Manager request. For example, when set to 30 minutes, it will force Manager's requests to be 30 minutes minimum, even if the Manger only requests 15 minutes. This value MUST be equal to or greater than the Minimum Reservation Duration value.

    Maximum Off-Time (Days in advance): NOTE: this parameter can be set but currently has no impact on Managers. They may specify any duration allowed. Their minimum is the same as the duration defined by the Time Block value.
    The maximum number of days in advance that Managers can reserve or block time. For example, when set to 1 year, Managers will be able to reserve time blocks no more than a year in advance. Even though the parameter does not apply to Managers, the value set here MUST be equal to or greater than the Minimum Reservation Duration value.

    Maximum Reservation (Days in advance): The maximum number of days in advance that Users can make a reservation. For example, when set to 1 year, Users will be able to make reservation no more than a year in advance.

    Maximum Off-Time Days Per Request: NOTE: this parameter can be set but currently has no impact on Managers. They may specify any number of repeat days per request, limited only by the Maximum Off-Time value. The total number of days Managers are allowed reserve per reservation. For example, when set to 6 days, Managers will be able to schedule a repeating time block of no more than than 6 days.

    Maximum Reservation Days Per Request: The total number of days Users are allowed reserve per reservation. For example, when set to 6 days, Users will be able to schedule a repeating time block of no more than than 6 days.


  4. Choose the “Usage Agreement” and Cancellation Policy” for the new facility.

    Manage Facilities
  5. Setup the “Payment” for the new facility.
    5.1 There are two types of facilities (chargeable and non-chargeable).
    5.2 Supported payment types are FAU, Cash and Checking for chargeable facility.
    5.3 Supported charge methods are:

      • Actual Time Slot Minutes;
      • Quarter Hour Rounding;
      • Half Hour Rounding;
      • One Hour Rounding;

    5.4 Membership Accounts are three types (currently supported only for FAU on-campus)
    5.5 Select charge rate from the optional buttons list.

  6. Setup the other properties for the new facility.
    6.1 Facility Events for the new facility that may hold within.
    6.2 Facility Equipments for the new facility that may have within.
    6.3 E-mail notification for interested parties.
    6.4 Miscellaneous for the new facility.

  7. Click “Add/Update” button, to save the new facility and back to step 1 with new entry on the table.

  8. Click “Edit” button, manager may edit the facility editable attributes values for selected entry.

  9. Click “Add/Update” button, to save the new facility editable attributes values and back to step 1 with new value on the table.

  10. Click “Close” button, manager may delete the selected rate entry and back to step 1 facility entry with “Closed” status on the table.

  11. Click “Open” button, manager may delete the selected rate entry and back to step 1 facility entry with “Open” status on the table.

  12. Click “Cancel” button, back to “Manage Facilities” page.

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