Category Archives: ML Schedules

10 new Permissions settings allow limiting staff functionality to specific buildings

ML Schedules™ Software’s new Permissions settings allow districts to restrict approval, administration and management of submitted Facility Use Requests by building for specific staff.

Restrict the availability of district staff to approve, implement and manage Facility Use Requests by building with the new Permissions feature of ML Schedules™ K12 Software.

Set by District Admins, there are currently ten Permission settings that can be restricted to a specific building (or buildings) for district users involved in the Facility Use Request process.

For example, an administrator based out of a High School could be granted Permissions such as Approve on Behalf of Others, Edit Requests, and Bypass Approval only for the High School; these same capabilities would not be available to the user in any other district building.

Note that these new Permissions settings are in addition to the five Roles available for district staff. When used together, Roles and Permissions provide districts with the ultimate in flexible automation to make the Facility Use Request process easy and efficient for everyone.

Please visit our website’s Benefits > Customization page for more information about Permissions or use the Contact Form to schedule a demo customized to your district’s needs.

Thanks to all the school districts that contributed to this important new feature including:

  • Chittenango Central School District (NY)
  • Metropolitan School District of Warren Township (IN)
  • Moscow School District (ID)

Got a new feature your district would like to see implemented in ML Schedules™ K12 Facility Use Request Software? Drop us a line; we look forward to hearing from you.

Mass Cancel command designed for emergency use

The Mass Cancel feature allows District Admins to cancel all district events scheduled for a specific date.

Let’s face it: no matter how well a school district plans, prepares and implements Facility Requests, at times an unforeseen emergency will necessitate canceling all events district-wide scheduled for a particular day.

While ML Schedules™ K12 Facility Request Software can’t help you with the emergency itself, we make it super quick and easy to Mass Cancel all events scheduled throughout the district on any given day.

Available only to users with District Admin privileges, the Mass Cancel command is activated after entering a specific date which displays all events scheduled for that date.

A note explaining the reason for the mass cancellation can be entered. This note will automatically be emailed to all of the affected Groups’ Managers and Additionally Contact users, as well as internal district staff associated with the event or the request approval process.

New Bulk Invoicing makes it easy to bill multiple events to the same Group

ML Schedules™ Software now lets Request Manager and District Admins to quickly and easily prepare and send one invoice for multiple events to the same Group.

If your school district sends its Facility Use Request invoices to external community Groups monthly, the new Bulk Invoice feature in ML Schedules™ Software was made for you!

Our K12 Facility Use Request Software now lets Admins and Request Managers easily find, select and send one invoice to the same Group that covers multiple events.

Thanks to the school districts that contributed to this new feature. View more software features.

Vary Facility Use Fees for weekdays, Saturdays and Sundays

Now District Admins can set different Facility Usage Fees for weekdays, Saturdays and Sundays for districts that use Group Classifications.

ML Schedules™ K12 Facility Use Request Software now provides a way for districts to automatically set different usage fees for weekdays, Saturdays and Sundays. These varying fees are applicable to both flat and hourly event pricing.

District Admins can set these varying fees using the Manage Spaces command either during the setup process or by editing an existing space.

Note that these variable usage fees are only available to districts that use Group Classifications. Districts that do not use Classifications are limited to a single default usage flat or hourly fee.

Thanks to Prospect Heights School District 23 (IL) and Selah School District (WA)  for this great suggestion that further automates the Facility Use Request billing process.

Block Group (manual and auto block with expired insurance)

District Admins can block Groups from submitting Facility Use Requests via ML Schedules™ Software either manually or automatically if the Group’s insurance certification has expired.

District Admins can now block Groups from submitting Facility Use Requests via ML Schedules™ Software in one of two ways:

  1. Manually (e.g., if a Group has an outstanding balance or has damaged equipment in the past), or;
  2. Automatically if the Group’s insurance certification has expired.

The automatic setting is made by the District Admin on a district-wide level based on the Group’s Classification (i.e., one that requires an insurance certificate).

A note can be placed on Groups that are manually blocked alerting other district staff as to the reason they were blocked.

Linked Multiple Space Requests for One Event for easier management

ML Schedules™ Software allows Space Approvers and District Admins to easily and quickly respond to multiple space Requests for a single event.

Responding to and managing Facility Use Requests for multiple spaces for the same event can be cumbersome and time-consuming. For example, a single Spirit Week event may require the High School gym, cafeteria, auditorium and concession stand—each with their own support staff and equipment needs.

ML Schedules™ Software makes it easier than ever for Space Approvers and District Admins to manage Multiple Space Requests for the same event with a mass response to each Request.

Using a pick list, authorized staff can select which requests can have a mass response while selecting others to respond to individually (e.g., approve 3 out of 4 spaces but deny the fourth request).

Thanks to all the districts that suggested this idea. Learn more by viewing the ML Schedules Benefits web page.

New Active Directory integration speeds district user setup and increases security

It’s easier than ever to setup district user accounts and ensure valid login credentials by integrating ML Schedules™ Software with Microsoft® Active Directory®.

Districts can greatly speed up the new district user account process while ensuring login credential validation with ML Schedules™ Software’s integration with Active Directory.

The integration uses standard Lightweight Directory Access Protocol (LDAP) and is super easy to setup with two easy one-time procedures usually performed by the district’s IT representative.

User names can then be selected for import from Active Directory to our facility request software where roles can easily be assigned.

Once the new district accounts are created, the software uses the password stored in Active Directory to authenticate the user’s login request.

Read more about Active Directory integration on our website.

Our thanks to all the school districts that suggested this integration and especially to Annville-Cleona School District (PA) for their assistance in implementing this new capability.

New “Yes/No with Required Notes” custom field type

New “Yes/No with Required Notes” custom field type can be used in any online Facility Use Request form by space(s).

In addition to Numeric, Text and Yes/No, ML Schedules™ K12 Facility Request Software now provides a fourth custom field type: Yes/No with Required Notes.

This new custom field type was designed to force the Requestor to provide additional information if Yes is selected for a field. For example:

Unlock Door #1? (Enter time to be unlocked in the required Note field.)

Note that the system will not accept the Request form if Yes is selected but no text is entered in the Notes field.

Thanks to Metropolitan SD of Warren Township (IN) for the suggestion and we hope other districts also find this new custom field type useful.

Require 50% deposit for approved Facility Requests

ML Schedules™ K12 Facility Request Software now allows school districts to require a 50% deposit on approved events that are greater than or equal to a set number of hours.

Set by District Admins, an invoice is automatically generated and sent to the event Requestor when this new district-wide setting is enabled.

Thanks to the following school districts for suggesting this new feature:

Require Contract Signature To Submit A Request

Districts can now mandate that its Contract be signed digitally before a user can submit a Facility Use Request online. This feature is in addition to the current Terms and Conditions capability.

School districts can now require that a contract be electronically signed by all users who submit Facility Use Requests using ML Schedules™ Software.

Once an ML Schedules™ Admin enables the district-wide Contract feature, a digital signature field will be displayed at the bottom of the district’s Request forms that can be signed using a mouse (desktop or laptop), fingertip or stylus (tablet).

Once the field is signed, the Submit request button will become functional (i.e., displays for selecting). The district’s Contract terms can be viewed via a link just above the digital signature field.

Note: In addition to a Contract, District Admins also have the ability to upload a separate Terms and Conditions file that a user must agree to before a Facility Use Request can be submitted.