Category Archives: ML Schedules

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.

Automatically notify staff based on selected field

Now district staff can be automatically notified whenever a specific field in an online Facility Use Request form is selected or completed.

ML Schedules™ K12 Software already provides two different ways to automatically notify additional staff when an online Facility Use Request is approved:

  1. By any Space Approver or Admin on a submitted Facility Request form (via the Manage Request command), and;
  2. When a Request is approved at a particular space (set by Admins via the Manage Spaces command).

The software now provides a third, more granular way to automatically notify district staff about an approved Request—when any field is selected (i.e., set to Yes) or completed (e.g., text is entered in a text field).

In addition to selecting which fields notify which staff members, Admins can also vary the auto-notify email recipients by site (building).

This new features makes it easy to ensure that the correct staff member is automatically notified when a specific piece of equipment or support personnel is needed for an approved event at a specific building. For example:

  • The primary AV Technician at High School A is automatically notified whenever any AV equipment is requested for approved events at High School A.
  • The lead custodian at Elementary School D is automatically notified whenever keys are requested for any approved events in that school building.

This new feature allows districts even greater control and automation of the Facility Use process.

Thanks to the following school districts that contributed to the development of this exciting new feature:

  • Annville-Cleona School District (MI)
  • Candor Central School District (NY)
  • Kalamazoo Public Schools (MI)
  • Kenmore-Tonawanda Union Free School District (NY)
  • Lansing Public Schools (MI)
  • Millcreek Township School District (PA)
  • Moravia Central School District (NY)
  • Toms River Regional School District (NJ)
  • Wyoming Area School District (PA)

We couldn’t have done it without your input! Thanks again and we know you’ll find this new feature useful at your district.

Group Classifications: New “Restrict Site & Space Availability” and “Custom Approval Paths” features

Save even more time with these two new Group Classifications features.

Automate even more of your district’s Facility Use Request process with two new Group Classification features in ML Schedules™ Software.

Restrict Site/Space Availability

This new feature allows District Admins to limit the availability of sites (buildings) and spaces (facilities) to select Group Classifications.

For example, a district may want to restrict the use of select classrooms to internal district groups. This new feature lets Admins select which sites and spaces can be seen by which Group Classifications.

This setting is available to Admins in the Manage Sites and Manage Spaces screens accessible from the District Admin menu.

Custom Facility Request Approval Paths

District Admins can also now customize Facility Request approval paths by Group Classification.

For example, a district may require multiple approvers for Requests submitted by external community groups while Requests from internal district groups require only one approver. This new feature lets Admins set different approval paths by Group Classification for the same space.

This setting is available to Admins in the Manage Spaces screen accessible from the District Admin menu.

Submit Recurring Requests for Multiple Spaces

Now ML Schedules™ K12 Software users can submit recurring Facility Use Requests for multiple spaces at the same time.

For example, you could submit a recurring request for a weekly event that requires a High School gym, cafeteria, and pool by:

  1. Selecting the Daily Recurring Request option.
  2. Search for and select the High School Gym as the first desired space,
  3. Select HS Cafeteria from the Add Another Space drop-down menu and check availability.
  4. Repeat step 3 for the HS Pool.

You can also easily delete an Additional Space prior to submitting the Request.

The Recurring Requests for Multiple Spaces feature is available to both internal district and external community groups.

Instructions for submitting a Recurring Request for Multiple Spaces are available in the ML Schedules™ Software Help site.

Thanks to all of the following school districts that provided input to this important new ML Schedules™ Software feature:

New Request Space button in Manage Group Classifications screen

Admins can easily submit Requests on behalf of internal district Groups using the new Make Request button in the Manage Group Classifications screen.

ML Schedules™ Software just made it easier for District Admins to submit Facility Use Requests on behalf of internal district Groups (i.e., those Groups designated with an internal Group Classification).

When an Admin selects the new Make Request icon () from the Manage Group Classifications screen, the resultant Facility Use Request form displayed will be have the internal Group already completed.

We hope our district Admins find this new feature to be a time saver when submitting Requests on behalf of internal Groups.