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

 

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

 

 

ML Schedules™ Software district users who are assigned the District Admin role can add a new space or edit an existing space within a site at any time using the following procedure.

 

There are two procedures covered in this post:

1.  Adding a new Space associated with a Site (building).

2.  Editing Existing Space Settings.

 

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Adding a new Space associated with an existing Site

 

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

 

1. Select Locations > Manage Spaces from the main menu bar. 

 

The Manage My Spaces screen will be displayed.

 

 

 

 

2. Select Actions > Add Space at the top right.

 

 

 

 

The Manage Space screen will be displayed.

 

 

 

Note: Some settings will have additional details that can be viewed by clicking the () icon

 

3. Complete the Basic Space Information fields about the space including:

 

• Site (drop-down menu)
• Space Type (e.g., Auditorium, Classroom) (drop-down menu)
• Site Name
• Is an Athletic Space?
• Is always available? (Click here for more information on this setting)
• Budget Code - This will automatically display on Invoices
• ML Work Order™ Software Space (drop-down menu)
• Background and Text Colors for Google Calendar display
• Google Calendar ID
• Maximum Occupancy - This will take effect on the 'Find a Space" page.
• Default Setup and Breakdown
• Space-specific notes

Note 1:

Default Setup Time for this Space:

This will automatically apply a setup time to all district events in this space. Leave this blank if you want users to be forced to fill it out on the request form. Otherwise, enter the number of minutes you’d like to default for the setup on all requests in this space.

 

Default Breakdown Time for this Space:

This will automatically apply a breakdown time to all district events in this space. Leave this blank if you want users to be forced to fill it out on the request form. Otherwise, enter the number of minutes you’d like to default for the breakdown on all requests in this space.

 

*If this is filled out and a request takes place at multiple spaces with different default setup and breakdown times. The user will have to type in the setup and breakdown manually when entering an event* If you would like to learn more about these settings click here: General Settings

 

Note 2 : 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 (if this was configured in the Manage Sites settings).

 

4. Choose an image if there is one associated with this facility - Click the checkbox if you want it to appear in the Gallery view.

 

 

5. 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 Group Classification rates (e.g., staff, non profit, for-profit group).

 

Note: You can charge a Classification at a Per Hour or Per Event rate. 

 

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 a Group.
  

 

Utilizing a Minimum Charge for a Facility

 

When viewing the space check off the "Use Minimum Charge" field

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The following Modal will be displayed where you can choose:

 

Rate Period = Per hour or Per Event.

Min. Hours = Enter the minimum amount of hours that can be used for the facility rental charge.

Min, Charge = Enter the minimum charge that you would like to use.

Successive Rate = Enter the rate for any additional hours after the Min. Hours are met. 

 

This process can be repeated for weekdays (Monday-Friday), Saturdays, and Sundays.

 

6. Complete the Space Default Approval Path field as follows:

• Complete the Default Approval path portion if your district does not use Group Classifications OR if all Classifications follow the same approval path. 
• Complete the Approval Path By Classification section if your district has different approval paths based on the Classification of the Group who submitted the request.

 

Note: The Default path will be overridden by a class-specific approval path. Please click HERE to learn more about Approval Paths. If an approval path is updated, all pending requests at the following location will be updated to the new approval path.

 

 

Note: Under Approval Path By Classification, there is an option for Approval to not be Required. The setting will allow this specific Classification to bypass the Approval Process for the Space listed. In order to use this method, please create an approval path with no steps listed. Click the link above to learn more.

 

7. Select the Billing Office User(s) that will receive copies of all invoices associated with this Space.

 

 

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

 

 

9.  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 mean ALL Fields shown will be displayed on the Space’s Facility Use Request Form.

 

 

10. Select which Group Classifications can submit a Facility Request for this Space.

 

 

11. Select the spaces linked to this facility. 

 

Note: This is where you can choose a space to link. Doing this will block the other spaces listed automatically when this space is being reserved. 

 

For example, if I am adding a full court space, but there are half courts in the system. I can put the Half Courts in this field so when the Full Court is requested and booked the half courts are automatically blocked.

 

These will work in tangent with each other so if the Half Courts are listed here- When editing or viewing the Half court spaces, the full court will be listed. 

 

This works well for Gyms, Athletic Fields, and Pools. 

 

12. 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 & Add Another to save this space’s settings and to create another space with the same settings.  

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Editing an existing Space’s settings

 

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

 

1. Select Locations >  Manage Spaces from the main menu bar. 

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.

 

3. Make all changes necessary to the Space settings.

 

4. Select the Save button at the bottom of the screen to save all changes.

 

 

Making a Space Inactive

 

District Admins have the ability to make any Space inactive. This action will prevent the Space from being Requested.

 

1. Select Locations > Manage Spaces from the left-side navigation menu. The Manage Spaces screen will be displayed.

 

2. Select the Red Minus icon () next to one of the Spaces.

 

3. Select Yes on the following prompt

 

 

Deleting a Space

 

District Admins have the ability to Delete a Space if there are no Requests associated with it. 

 

1. Select Locations > Manage Spaces from the left-side navigation menu. The Manage Spaces screen will be displayed.

 

2. Select the Red X icon () next to one of the Spaces

 

3. Select Yes on the following prompt

 

 

 

Copying a Space

 

1. Select Locations > Manage Spaces from the left-side navigation menu. The Manage Spaces screen will be displayed.

 

2. Select the Copy Icon () next to the space you want to copy.

 

3. Enter a new name for the copied space.

 

Note: All information from the original copy will be brought over. This includes the Rates, Approval Paths, Billing Office user, Classifications Allowed, and Fields. 

 

4. Click Save to finalize the process.

 

Note: You can also click Save & Add Another to add additional spaces based on the original copy. 

 

 

Merging Requests to another Space.

 

1. Select Locations > Manage Spaces from the left-side navigation menu. The Manage Spaces screen will be displayed.

 

2. Select the merge Icon () next to the space you want to move the requests from.

 

3. Select the new space where you want to move the requests to.

 

4 Click Save.

 

 

Note: This will delete the original space from step 2.  

 

Previewing the Request Form

1. Select the Actions button at the upper right of the screen. Then select "Preview Request Form". 

2. Select a Classification.

3. Select a Site.

4. Select a Space.

5. Click Preview Request Form

 

An example of your request form will now be displayed. 

 

 

Nothing can be done after the preview is displayed, when you're done reviewing the form you can click the x icon at the top right.