Room Management

When setting up your school, then one of the first steps is to create the list of available classrooms and equipment. These can be used in class/course planners. A great tool for printed timetables especially for new intake students.

How to Access

In the Administer menu header, go to the Advanced options. Towards the bottom of the list, there is Room Management. Open the screen.

Creating new rooms

On initial set up, Administrators will enter the school set up, this will provide a structure to the tasks of scheduling, events, and appointments, all of which are managed by the system. 

Firstly, go to the building list, enter the buildings, if the school has only one structure to administer then just enter main Building. If your school has more than one building, then add the names in the empty fields below. Use common names or clear titles, as they are used internally in the school. If there is a reference system in place, there is a section to explain this in the Notes feature when creating new rooms.

The first drop down menu will give a list of the different schools on the account.

Note this is not school levels (grades/years), but physical school set ups. The system can manage different buildings over different sites. 

The second step would be to enter the different types of equipment available in the whole school, the list can be as inclusive as you wish. These options are entered into the new room feature, so ensure you have created the list with all your equipment needs first. 

Once the structure is in place, then start creating the physical classrooms. These will be used in scheduling the courses and classes. Open the New Room screen

1. Room Label

Names the room. Choose the Building in which the room is found. Enter a seating or holding Capacity in line with equipment (Chairs/Desks). Consult the Fire regulation rules in place. 

2. Equipment

The list of equipment available shows up here. If the equipment is not listed then, return to the Edit equipment screen. Check the boxes if the equipment is available in this classroom. You can add a description for users to see if you need to give instructions for security codes, equipment usage or other

3. Delete/Cancel/Print/SAVE

SAVE the room label. Once saved the room becomes available in the room finder so that you can block times in the schedule or create appointments in the Timetable/Appointment tabs.

Timetable management

Depending on you user group access rights, you can block rooms, create recurring events, and manage room timetabling for non course or class events. Open the Timetable tab for the room, and press Edit.

Set the calendar to Month/Week/Day view and click on a period to open the appointment. 

1. Description & Type

Enter the label that will appear in the schedules of the participants. The event type list allows the user to choose the event type.

The timetable scheduler for the courses and classes is an easier way to programme your scholastic year, but in case you want to book a room for courses without attaching it to student schedules, then you can use the options above. The most common occurrence would be Events (Sport matches, School Assembly, Theatrical events etc.). If a room has special equipment and needs to be available for specific courses or purposes, then choosing Block room will withdraw it from the room scheduler. 

2. Dates

Enter the date via the calendar field. Set up the start time and end time of the event, or select from the preset periods in the day. Select how many weeks the event will run for. 

3. Assigned to

Open the People Picker to chose the recipients of event. Their schedules will be populated. Choose to send an email or not by ticking the box Send Email. 

4. Rooms

If you have entered capacity into the rooms, then the system will look through the list and attribute your choice to the amount of participants. if the room has been block booked then it will not appear in the drop down list. If any other course or class has been timetabled at the same time, then the room will not appear here. 

Confirm your choice to save the appointment or event. 

Where can you view the event?

Once created the event will appear in your list, if you are part of the target audience, or just the author. This can viewed in the room management list, under timetable or appointment tab (relative to the room) or in the My Schedule view point, if you are invited. 

The Default colour is Black for a Non class/course connected appointment. If appropriate User rights have been allocated, users can add or delete appointments from this view as well.