Welcome to our ML Schedules Spring Guide! In this comprehensive resource, we have gathered some of the most common questions that people often have with the weather getting nicer. After a long winter, there is expected to be more activity going on around school districts. We have created this collection of FAQs to make sure you're getting the most out of ML Schedules this Spring.
Topics/Features that will be covered in this guide include:
We're expecting more events now that the weather is getting better, are we able to add or edit the fields that appear on the request form before this rush?
Fields can be edited at any time inside of ML Schedules. Now that the weather is getting nicer, you will see a large increase in requests that take place in your outdoor spaces such as athletic fields. It's important to take a look and make sure that the fields showing up on the request form for those spaces are double checked. To add a field, you can follow these steps:
1. Select Admin > Manage Fields from the left-side toolbar.
The Manage Fields screen will be displayed.
3. Select the Add Field button in the upper right of the Manage Fields screen. Or if you're looking to edit an existing field, you can click the pencil icon next to the field.
4. Select the Section of the Request form from the drop-down menu in which the custom field will appear:
- Additional Information
- Equipment
- Personnel
- Doors to be opened
5. Choose the Type of field to be created. Options include:
- Number (Requires the user to enter a number)
- Text (This shows an empty text field)
- Yes/No (This shows a yes or no dropdown with a notes section)
- Yes/No with Required Notes (This shows a yes or no dropdown and if the user selects yes then they will be required to enter additional information in the notes section)
- Multi Select Dropdown (This provides the user with a multiple choice dropdown and allows them to select multiple items)
- Single Select Dropdown (This provides the user with a multiple choice dropdown and allows them to only select one option)
6. Enter a Field Name based on the field Type selected in step 5 as shown below:
Note: Commas are not allowed in the name.
- For a Number field, name the field “# of _______”. (i.e. # of tables needed)
- For a Text field, be specific in the field name to ensure you receive the correct information as this field is an open-ended (i.e. free text) response.
- For a Yes/No field, make sure the Field name is stated as a question that can only be answered with yes or no responses.
- For a Yes/No with Required Notes field, make sure the field name defines the information that should be entered in the Required Note, if Yes is selected. For example: Do you need doors unlocked? (If so, enter the desired time).
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For the single select dropdown and multi select dropdown options, you will be able to create options within the dropdown menus. Please note that you must select the Save & Continue Editing button at the bottom of the page before you are able to add the options.
7. Choose a 'Label' for the find a space page (not required)
This label will be displayed to end users to allow them to apply filters for their needs. Such as needing custodial help, or lighting for an athletic event.
8. Select if you want this field displayed on the "Find a Space" page (not required)
Selecting YES will allow users to apply this filter when locating a space for facility use.
Selecting NO will ensure the question doesn't display on the "Find a Space page'
Please click HERE to learn more about the "Find a Space" feature.
9. Select whether the custom field is Required.
Choose Yes if this field must be completed by the requestor to submit an online Facility Use Request at your district.
10. Select if only admins can fill out this Field.
Note: If selected to YES this Field will only display to Users with the Edit Requests permission. In addition to this, these fields will NOT appear in emails.
11. Choose if this field is Active or not.
Selecting Yes will make the field appear on the request form.
Selecting NO will retain the record data, but the question will no longer appear on the request form.
12. Enter a Budget code if applicable.
Note: This will appear on the invoice.
13. If applicable, enter the Fee information for the custom Field.
14A. Set a Default Rate amount.
14B. Set a Default Rate Period (Per Hour/Per Event) from the drop-down menu.
If your district does not use Classifications, skip step 8C.
14C. If your district does use Classifications, set the Rate Per Class (based on Weekday/Saturday/Sunday Rates):
- Enter the Weekday, Saturday and Sunday rate for each Class and;
- Select if it will be a Per Hour or Per Event rate from the drop-down menu.
Along with checking your fields to make sure they're all set before the influx of events, it is also a good idea to take a look at your approval paths for your outdoor spaces.
Updates can be made to approval paths at any time throughout the year, and before Spring/Summer is a perfect time to do so. As staff members come and leave the district, approval paths are a part of the system that often go overlooked with updating which can cause some confusion when an influx of requests come in. To take a look at your approval paths, you can follow these steps:
1. Select Locations > Manage Approval Paths.
2. To add an approval path, select the Add Approval Path button. If you're looking to edit an existing approval path, you can click the pencil icon next to the approval path.
3. Enter the Name for the Approval path (this is what will be listed on the Space and Site settings).
4. Enter a Description for the Approval Path.
5. Select the Plus Icon to add approval steps as needed and select the individual responsible for that specific step of approval.
6. Select if you would like to restart approvals on all pending requests using this approval path. If you would like to select YES. If not, select NO and all requests going forward will follow the new path.
7. Select the Save button.
Note 1: If a user is missing from the drop-down, edit their user account, click the permission tab, check off Space Approver, and click Save. Upon returning to this page, you can then add them to the approval path.
Note 2: If multiple users are selected for one approval step, only one of those users has to act upon the request in order to keep it moving in the process.
There are some members at the district who want to be aware of events going on, but don't need to be on the approval path, what's the easiest way to send out the notification?
One of the use cases that we see most this time of the year is district's wanting their Athletic Director to be notified of all the Spring sporting events that are taking place. Most of the time, this person has no part to play in the approval process, so they only need to be notified of events once they're approved. This idea is perfect for our additionally notified feature within ML Schedules. To set up a user as additionally notified once they have the permission granted to them, or to edit any existing users you may have set up, feel free to follow these steps:
1. Select Locations > Manage Sites.
2. You can then select the Edit Icon to edit the Site settings.
3. Scroll down to Additionally Notified Users and click into the field, and select your users.
Note: If you need to mass update users at specific spaces click the blue link.
4. Choose from the drop-down list the staff member(s) to be notified at that specific Site (building) when the request is Approved.
5. Select the Save button when finished.
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