Manage Sites (Buildings)

There are three procedures covered in this post:

  1. Spreadsheet Import of Sites, Spaces and Approval Paths
  2. Manual Entry of a new Site
  3. Editing Existing Site Settings

Video Tutorial: Create a Site (Building)

ML Schedules™ Software Admin Tools: Manage Sites from MasterLibrary.Com, LLC on Vimeo.

Two Ways to Create Sites

There are two different methods to initially set up your district’s sites (buildings), spaces and Facility Request approval paths:

  1. Via spreadsheet import (multiple sites, spaces and approvers set up at once), or;
  2. Via manual entry (one site and its associated spaces are set up at a time).

Procedure 1: Spreadsheet Import of Sites (Buildings), Spaces and Facility Request Approval Paths

  1. Download the MLS Sites and Spaces spreadsheet template attached to the email you received with this Guide.
  2. Either populate the template or adjust an existing spreadsheet so the column sequence from left to right matches the template.
  3. Send the completed spreadsheet to ML Support for importing into the system.

Procedure 2: Manual Entry of a District Site (Building)

Use this District Admin procedure to set up one district’s site (building) at a time followed by the spaces associated with that site.

1. Select Admin > District Settings > Manage Sites from the black top toolbar. The Manage My Sites screen will be displayed.

Note: There will be no entries the first time you access this screen unless you have imported sites, spaces and approval paths.

2. Select the Add () icon from the Manage My Sites screen.

add new site

New sites are created by selecting the Add (+) icon in the Manage My Sites screen.

The Manage Site screen will be displayed (shown below) with the following major sections, each of which is explained in detail later in this procedure:

  • Basic Site information (e.g., site name, address, phone)
  • Default Facility Request Approval paths (without or with Group Classifications)
  • Billing Office information
  • Embedded List View display options including color of type and background
  • Group Classifications that can submit Requests for spaces at this site/building.

ML Schedules™ Software’s Manage Site (Building) screen makes it easy to manually enter the key parameters for a district site including default approval paths.

4. Complete the Basic information fields about the new site:

  • Name
  • Street Address
  • Primary phone no.

Basic Site information fields in the Manage Site screen

5. Complete the Default Approval Paths fields as follows:

  • Complete the top portion if your district does not use Group Classifications. The approval path entered will automatically be included in all new spaces created for this site.
  • Complete the lower portion of this section if your district uses Group Classifications. You can enter different approval paths for each different Group Classification at your district.

Note: The default path(s) entered can be overridden by a space-specific approval path.

The Default Approval Paths in the Manage Site screen

6. Select  the Billing Office staff that is responsible for Facility Usage fee invoices and management for this site.

7. Enter the text and background colors for the site as it will appear in the List View that can be embedded in your district’s website. E.g., Entering white text on a blue background will define how all events related to this site will be displayed in the List View.

8. Select the Group Classifications that can submit Facility Requests for this site.

9. Select the Save button to save the new Site information. The Manage My Sites screen will be displayed with the name of the site just entered.

Once the Site is created, you can either create another Site by repeating steps 2 – 9 of this procedure or create spaces associated with the new Site.

Procedure 3: Edit an Existing Site

Use this District Admin procedure to edit the settings associated with an existing district site (building).

1. Select Admin > District Settings > Manage Sites from the black top toolbar. The Manage My Sites screen will be displayed.

2. Select the Edit () icon next to the name of the site to be edited.

The Manage Site screen will be displayed for the selected site where all fields can be changed.

Important: Be sure to select the Save button at the bottom of the screen to save all changes.