Monthly Archives: January 2016

New Blocked Dates, Days Notice and Copy Event (Double Book) commands for Admins

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New ML Schedules™ Software Admin commands include Copy Event (double book a space), Days Advance Notice Require, and Blocked Dates.

The final three new features in the January 2016 release of ML Schedules™ K12 Facility Request Software available only to Admins are:

  • Blocked Dates
  • Days Notice required to make, cancel or edit a Facility Request
  • Copy Event to double-book a space at a specific time for a second (or more) Group

The first two commands are applied on a district-wide basis while the third is specific to an approved Facility Request.

Blocked Dates

The Blocked Dates command is for holidays, weather-related closings, and other dates where the District does not allow Facility Use Requests.

To create a blocked date, access the new Manage Blocked Dates from the Admin drop-down menu.

Days Notice Required

Three Advance Notice fields are now available from the Admin > Provider Admin screen:

  • Days Notice to Cancel
  • Days Notice to Reserve
  • Days in Future Allowed (i.e., how far in advance for which a Request can be made)

Settings made to these fields are district wide.

Once set, Group Managers will receive an error notice if they attempt to make an Event reservation that does not meet the entered criteria (e.g., too close to event date to cancel or too far in advance to reserve).

Copy Event (Double Book a Space)

By default, ML Schedules™ software automatically blocks start and end times for spaces on specific dates based on submitted Facility Use Requests which can be pending, on hold or approved. This auto-blocking feature prevents unintentional double-booking of a space.

There are times, however, when two Groups need to share the same space at the same time (e.g., a community league sports tournament). For these instances, ML Schedules™ software Admins can now use the Copy Event for Another Group command available from a Reservations Information (details) screen.

To use this command, Admins must first display the approved Facility Request that needs to be copied; after copying, the duplicate event is then assigned to another Group using an email lookup table to find the appropriate Group manager.

For more information about using these and other new features, please see Tech Note 08, New District Features. And don’t forget to follow this blog to receive the latest updates on new features available in ML Schedules™ K12 Facility Request Software.

As always, we welcome your feedback to this blog. Thanks as always and enjoy your day.

New MLS “Edit Event” Command for Reservation Managers and Admins

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ML Schedules™ Facility Use Request Software now allows Reservation Managers and Admins to edit an event to balance community Group and School District needs.

A new Edit Event command allows District Reservation Managers and Admins to make changes to certain fields in a Facility Use Request including:

  • Event Name
  • Start and End Dates
  • Start and End Times
  • Site
  • Space
  • Attachments

This new command is designed to allow authorized District staff to modify a Facility Use Request to accommodate the community Group while meeting changing District needs.

Note that the community Group Manager can elect to cancel the event if the District changes do not meet the Group’s needs.

For more information about using the new Edit Event command, please consult Tech Note 08, New District Features, which also describes other new capabilities in our January software release.

Then follow this blog to be notified when new ML Schedules™ Facility Use Software features are available for School Districts and their community users.

As always, we welcome your feedback to this blog or use our contact form to ask about a specific feature or for a customized demo.

Thanks as always and enjoy the week.

New “On Hold” Status for District Staff with Approval Permission

One often-requested feature now available in the January ML Schedules™ Facility Use Request Software release is an “On Hold” status available to District staff assigned Approver, Reservation Manager or Admin roles.

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District approvers can now put a Facility Use Request on hold until the Group Manager provides any missing required information.

The new status is designed to allow District staff to get missing documentation or other information from a Group Manager prior to formally approving a Facility Use Request. When a Request is set to On Hold, the requested space will appear as “Not Available” in the public display view if that feature is enabled at the District level.

District approvers who place a Request On Hold can specify what information is required to approve the Request via a comment field in the Reservation Information (details) screen which is automatically sent to the Group Manager along with notification of the On Hold status.

Once the Group Manager has submitted the necessary information via ML Schedules™ Software, authorized District staff can the remove the Hold and Approve (or Decline) the Facility Use Request.

For more information about using the new On Hold status, please consult Tech Note 08, New District Features, which also describes seven other new capabilities in our January software release.

Then return to this blog regularly over the next few weeks to learn about more new features that make ML Schedules™ Facility Use Software an easy, affordable way to improve operational efficiency at your School District.

As always, we welcome your feedback to this blog as well as suggestions for new features and enhancements. Thanks as always and enjoy the upcoming weekend.

ML Schedules™ New User Features: Acknowledge Space Notes and Cancel Requests

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ML Schedules™ Software users now have two more options for Facility Use Requests including acknowledging space notes and the ability to cancel a Request.

New user features in the January release of ML Schedules™ Facility Use Request Software include:

  • Required confirmation that you have read any Space Notes associated with your Request prior to submitting it for review and approval, and;
  • The ability to cancel any Facility Use Request regardless of status (i.e., pending, on hold or approved).

View Tech Note 07 to learn about the use and application of these new features.

View a 2-minute video overview of other major new ML Schedules™ Facility Use Software features. Or contact us for a demo.

We hope you find these new features helpful and welcome your suggestions for additional enhancements. Thanks and have a great week ahead.

New Event Public View Options for District Websites

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ML Schedules™ Facility Use Request Software allows School Districts to post Event information to their public websites in three different view options.

ML Schedules™ Facility Use Software now allows School Districts to display their Event information within their public website in three different visual formats:

  • List
  • Calendar
  • Grid

The display of events from a District’s ML Schedules Software account onto its public website is implemented by the District’s webmaster using the code found in the Provider Help page accessed from the Admin menu.

View Tech Note 06 to see examples of each option for the public view of Events, and instructions for the District webmaster to locate the desired View code from its ML Schedules™ software account that needs to be pasted into the District website.

Our thanks to the following NYS School Districts that, among others, provided suggestions leading to the development of these new Event public view options:

View a 2-minute video overview of other major new ML Schedules™ Facility Use Software features introduced this month. Or contact us for a demo.

Thanks, as always, and we look forward to hearing from you soon.

ML Schedules™ Facility Use Request Software: New Fields, Commands and Reports

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ML Schedules™ Facility Use Request software’s new fields, commands and reports help K12 School Districts improve operational efficiency and community satisfaction.

Based on suggestions from K12 professionals, ML Schedules™ Facility Use Request 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.

View ML Tech Note 5 for detailed information about the use of these new fields, commands and reports.

Our thanks to the following School Districts that, among others, provided suggestions leading to the development of these new features:

View a 2-minute video overview of these and other major new ML Schedules™ Facility Use Software features or schedule a demo.

Got a feature you’d like to see added to ML Schedules™ software? Post your idea to this blog or use the Contact form.

Thanks, as always, for your interest and hope your New Year’s off to a great start!

ML Schedules™ Software new Recurring Event options

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Make Recurring Facility Use Requests on a Monthly basis or Multiple Days Per Week.

ML Schedules™ Facility Use Request Software now includes two additional Recurring Reservation options:

  • Monthly to reserve a space for the same calendar date each month within a specified time frame (e.g., the first of every month)
  • Multiple Days Per Week to reserve a space for specific days of the week within a specified time frame (e.g., Mondays, Wednesday and Fridays)

These new Recurring Reservation options are available to both community and District Users.

For more information—including how to use these two new Recurring Reservation options—please consult the ML Schedules™ Software Tech Note No. 4.

Thanks to our users for suggesting these two new options and best wishes to all for a healthy and prosperous New Year!