Manage Spaces


There are two procedures covered in this post:

  1. Manual Entry of a new Space associated with a Site (building)
  2. Editing Existing Space Settings


Video Tutorial: Create a Space in a Site (Building)


ML Schedules™ Software Admin Tools: Managing Spaces from MasterLibrary.Com, LLC on Vimeo.


Procedure 1: Manual Entry of a new Space associated with an existing Site


Use this District Admin procedure to set up a new Space associated with an existing district’s site (building).


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


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


Add a new Space


Select the Add (+) icon in the upper right of the Manage My Spaces screen to create a new space associated with an existing district site (building).


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

  • Basic Space information (parent site, name, etc.)
  • Space Usage fees (default and by Group Classification)
  • Default Space Approvers (without or with Group Classifications)
  • Billing Office information
  • Notify Users of Approved Requests (e.g., for required support staff)
  • Fields to display on this space’s online Facility Use Request form
  • Group Classifications that can submit Requests for this space.
  • ScheduleStar™ Athletic Scheduling Software Facility Name


ML Schedules™ Manage Space screen


Use the Manage Space screen to enter all parameters associated with a space including its parent site.


3. Complete the Basic information fields about the space including:

  • Parent Site (drop-down menu).


Note: Upon selecting a parent Site from the drop-down menu, the system will automatically load the selected site’s Default Approval Path settings in the Space Default Approval Paths section.

  • Space Type (e.g., Auditorium, Classroom) (drop-down menu)
  • Site Name
  • Is an Athletic Space? (yes/no)
  • Is always available? (yes/no)
  • ML Work Order™ Software Space (drop-down menu)
  • Background and Text Colors for Google Calendar display
  • Google Calendar ID
  • Maximum Occupancy
  • Space-specific notes


Manage Space Basic Information fields


4. Complete the Space Usage Fees entering the highest Facility Usage fee for this space as the Default Rate field as well as the district’s highest Group Classification (e.g., external for-profit group).


ML Schedules™ Software's Manage Space screen Facility Usage Fee fields.


ML Schedules™ Software’s Manage Space screen Facility Usage Fee fields.


Notes

  • If your District is charging the same fee for all groups, only complete the Default Rate field; leave the Rate Per Class Per Hour fields empty.
  • If your District is using Group Classifications then the “Default Rate” should be the highest-cost usage fee applied to external (community) groups. Enter the fees for each classification in the Rate Per Class section using the highest rates for the highest Group Classifcation.


4. Select the Save Information button or to continue adding more space click Save and Add Another button.


5. Complete the Space 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 this pace 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 Space screen. Note that any Default Approval Paths programmed for the parent site will automatically appear in the related Manage Space screen.


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

Select the district user that will receive all invoices associated with this space.
Select the district user that will receive all invoices associated with this space.


7. Select any district users that need to be notified whenever a Facility Request for this space is approved (e.g., custodian, AV technician).


District users can be selected to automatically be notified when a Facility Request for this space is approved.


District users can be selected to automatically be notified when a Facility Request for this space is approved.


8.  Select all the fields that should appear in the online Facility Use Request form associated with this space.


Note: Selecting the Check All Fields box will cause all these fields to be displayed on the space’s Request Form.


Specify exactly what fields are displayed in an online Facility Request Form associated with a specific space.


ML Schedules™ Software allows districts to specify exactly what fields are displayed in an online Facility Request Form associated with a specific space.


9. Select which Group Classifications can submit a Facility Request for this space.



10. When all required fields are completed, select either the :

  • Save button to save this space and its settings. The Manage My Spaces screen will be displayed.
  • Save and Create Another button to save this space’s settings and to create another space with the same settings. Note that each space must have a unique Name so that field will be blank when the cloned Manage Space screen is displayed.

 

Procedure 2: Editing an existing Space’s settings


Use this District Admin procedure to edit the settings associated with an existing space.


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


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


The Manage Space 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.