Manage group classifications

Users with the Manage District Settings or Group Classification Manager user permission can set up group classifications with their own set of permissions. Create classification levels, such as:

• Classification I: District staff members or school-related groups
• Classification II: Non-profit organizations
• Classification III: For-profit organizations

These users can add, edit, and delete classifications. They can also update a group's classification.

To add a classification:

1. Select User > Manage Classifications. The Manage Classifications page appears.

   

2. Select Actions > Add Classification.

3. On the General tab, do the following:

   

   Field	Description
   Name	Enter a unique name.
   Description	Enter a description.
   Application Fee	If you want to require an application fee for this classification, enter the amount.
   Deposit Type	Choose from the following deposit types: No deposit required % of Event Cost: Enter the percentage and event hours. Flat Rate: Enter the deposit amount and event hours. Manual Entry: The deposit amount is set individually before invoice is sent. Note: If % of Event Cost or Flat Rate has information filled in, requestors are automatically sent an invoice for the deposit amount when the request is approved.
   Require Event Notes on Request Form	To make event notes required on a submission, select Yes.
   Event Notes Placeholder Text	Add text on the request form for event notes so a district can add more specifics, such as room setup or rules.
   Flag Group that Insurance is Required	To allow a group to submit a request with missing or expired insurance information, select Yes. Note: This will let them know that their request can be submitted, but will not be approved until their insurance information is updated.
   Block Group if No / Expired Insurance	To restrict a request from being submitted if insurance information is missing or expired, select Yes.
   Require Re-Approval of Group on updated Insurance	To require reapproval by the group classification manager when a group updates their insurance information, select Yes.
   Allow Requests submitted beyond Insurance Expiration	To let a group submit a request beyond their insurance expiration date, select Yes. If No is selected, groups will be unable to submit a request until their insurance info is updated.
   Show Event Details	To set visibility on the calendar, select one of the following: Yes: Shows event details on the public calendar. No: Never displays event details on the public calendar. Defer: Defers to the next item listed on the visibility ranking to show or hide event details.
   Agree to Estimated Cost	To require the use to agree to estimated costs before a request is submitted, select Yes.
   Past Due Invoice Requests	If a group has a past due invoice, you can: Allow: Lets groups submit requests. Block: Restricts groups from submitting requests. Flag: Flags the group, but let them submit requests.

4. Click Save.

5. On the Permissions tab, select Yes to enable the following:

   

        • Bypass Approval
        • Bypass Min/Max Days Notice
        • Bypass Blocked Dates
        • Allow Double Booking
        • Admin Only

   Note:  Select Yes for this classification to be restricted to group classification managers. Select No for this classification to appear as an option for all users when they register or add a group.

6. Click Save.

7. On the Request Settings tab, do the following:

   

   Field	Description
   Allow Group Name Change	To allow a classification to change their own name, select Yes.
   Days Notice to Cancel	To require cancellations at set number of days before event, usually 2 - 3 days, enter the desired number.
   Days Notice to Request	To require bookings a set number of days before event, usually 7 - 14 days, enter the desired number.
   Days Notice to Edit a Request	To require edits a set number of days before event, enter the desired number. If a request is edited, the approval process restarts.
   Days in Future Allowed	Select on of the following: Days, then enter the number of days prior to an event a request can be submitted, usually 180 or 365. Date, then enter the date until requests can be submitted, usually the end of the fiscal year.
   Can Submit a Request for Multiple Sites	Yes: Lets groups submit for multiple sites at once. No: Lets groups enter a request for one site at a time.
   Send Contract PDF as Attachment on Approval	Set up when a contract is sent to a group: Yes: Automatically sends a contract as an attachment when a request is approved. No: Prevents contracts from being sent out. Manual: Contracts can be sent out, but are not automatic.
   Show Contract Signature	Yes: Displays the contract signature as an electronic contract. No: Does not allow for electronic contract signature.

8. Click Save.

To manage group classifications:

1. Select Users > Manage Classifications.
2. Next to the classification you want, click .

3. Do any of the following:

   To...	Then...
   View groups in this classification	Click the Groups tab.
   View change history	Click Change History. The classification change history shows before and after values, as well as who made the changes
   Edit a classification	a. On the General tab, make any desired changes. b. Click Save.

To delete a classification:

1. Select Users > Manage Classifications.
2. Next to the classification you want, click . A confirmation pop-up appears.
3. Click OK.

To preview a request form:

1. Select Actions > Preview Request Form.
2. Select a Classification.
3. Select a Site.
4. Select a Space.
5. Click Preview Request Form. A sample of your request form appears.