Category Archives: ML Schedules

New ML Schedule™ Default Approval Paths by Building make system setup easier than ever

ML Schedules™ Software's new Facility Use Request default approval paths by building

ML Schedules™ Software’s new Facility Request default approval paths by building (site) reduces system setup time while providing further automation of the process.

ML Schedules™ K12 Software makes it easier than ever to setup sites and spaces with a new Default Approval Path by Building feature for submitted Facility Use Requests.

Here’s how it works:

  1. The District Admin enters a default approval path for each building during system setup.
  2. All spaces associated with that building will have the default approval path pre-populated in the Manage Space screen.
  3. The pre-populated default approval paths can be changed on a space-specific basis if needed.

The feature works the same for districts that use Group Classifications but with the additional ability to customize the building default path by Classification.

Lastly, the software also provides the ability to override the default paths when needed based on the user’s assigned Role(s).

Want more information?

12 powerful standard Invoicing features of ML Schedules™ Software

ML Schedules™ Software's powerful Invoicing and payment features save time and improve cost recovery initiatives.

ML Schedules™ Software’s powerful Invoicing and payment features save time and improve cost recovery initiatives.

One of the feature sets that sets ML Schedules™ K12 Facility Request Software apart from the crowd is its powerful but easy-to-use Invoicing and Payment capabilities.

Designed to save district Business Office staff tons of time each week, these features also aid cost recovery initiatives that help offset operational expenses.

Here are the Top 12 Invoicing features in ML Schedules™ Software that every district should have:

  1. Invoice by Group Classifications so invoices are only to select Groups (i.e., none for internal district groups; only send to community for-profit groups).
  2. Enter custom facility use and support equipment and staff fees for use in invoices.
  3. Online payments accepted via district PayPal account.
  4. Automatic email notification with invoice sent to Requester with copies to Business Office and other designated staff.
  5. Bulk invoicing allows billing of multiple events to the same Group from a single screen (e.g., bill recurring events monthly).
  6. Choose to automatically invoice before an event (i.e., upon approved Facility Use Request) instead of after.
  7. Automatically invoice a 50% deposit on Request approval.
  8. Enter custom text that appears on all district Facility Request invoices.
  9. Edit an invoice prior to sending manually.
  10. Mark an invoice as paid.
  11. Ability to resend invoices if any fees need to be added after the event (i.e. damages).
  12. Flexible Revenue Reports with flexible date and invoice/payment status filters to easily track invoiced and to-be-invoiced fees.

ML Schedules™ Software’s easy-to-use Revenue Reports include flexible filters to easily find just the financial data you need.

For  more information about these capabilities, refer to the ML Schedules™ Software Help Center and search “invoicing.”

If your district doesn’t subscribe to ML Schedules™ K12 Facility Request Software, please contact us at 585.270.6676, x112 for a demo customized to your district’s unique needs.

Automatically send a Contract PDF to a Group Manager when their Request has been approved

District Admins can now select a district-wide setting that automatically sends a Contract PDF to the Group Manager upon Request approval for signature and return prior to the event being held.

ML Schedules™ Software allows districts to automatically send a Contract PDF for a Group Manager’s signature with the email notification that is sent to a user upon approval of a Facility Use Request.

This Contract PDF includes:

  1. The District’s Contract Booking Details
  2. An itemized list of Facility Usage fees to be charged based on the Group Classification
  3. An itemized list of fees for requested support equipment and personnel
  4. The District’s Contract Terms
  5. Signature lines for the Requester and Facility Use Coordinator signifying agreement to all terms, conditions and estimated fees.

The text for items 1 and 4 is entered in the District Admin screen which can only be accessed by users assigned the District Admin role.  Instructions for the Requester to sign and return the Contract PDF are included in the Contract Booking Field found in the District Admin screen.

Below is a sample Contract PDF as sent from ML Schedules™ K12 Facility Request Software.

A sample Contract PDF sent to a Group Manager upon Request approval. The Manager needs to sign and return the contract to hold the scheduled event.

New Manage Users screen saves District Admins time and effort

ML Schedules™ Software’s Manage Users screen makes it easy for District Admins to find district users with a Role for editing or deleting a user account.

While ML Schedules™ Software offers flexible, powerful Roles and building-based Permissions to be assigned to district staff, it’s also easy for District Admins to manage users including changing these settings.

In addition to searching for district users with a role, Admins can also use this screen to display an index of all users from the District’s Active Directory account to easily assign or revise Roles and Permissions for district users.

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.