Creating an Internal Schedule With Multiple Dates

This article will assist administrators with creating an internal reservation with multiple dates. This allows you to build entire schedules into one reservation, such as athletic or class schedules.

Creating An Internal Schedule With Multiple Dates

1. Log in to Facilitron.
2. Select your school/facility site, and go to your dashboard (please see Using the Dashboard - Administrators and Finding My School Or District's Calendar for assistance with finding the dashboard).
3. In the upper right hand corner of the calendar page, click the “+ Event” button.
   
4. A pop-out will appear that will allow you to enter the details of your event, such as your event name and number of attendees. Please note than an entry for both of these fields is required. If the number of attendees has not been finalized, you can put how many you are expecting for now. If you need to make an update regarding the number of attendees later, you can leave a comment on on the reservation or contact Facilitron support for assistance.
   
5. You may select the required facilities for your reservation either by typing the facility name into the "Search Facility" box, or by selecting the facility’s area dropdown.
6. Once you’ve selected the required facility, you can move on to selecting the first set of required dates and start/end times for your reservation. 
   1. Once the first date and time slot is selected, check "Multiple Dates" to apply this schedule to additional dates within a time period. If the schedule will not repeat on a weekly or bi-weekly basis, change the "Frequency" drop down to "Pick My Dates". This will allow you to apply the currently selected facility and time slot to any dates you choose.
      
      
      
      
7. Once the first set of required dates and start/end times have been selected for your reservation, proceed by selecting "Add to Schedule".
   
8. Offsite activities, such as away games for sports teams, can be built into the schedule as well. Selecting dates and start/end times while the "Offsite Activity" box is checked will allow you to build these offsite events into your calendar.
   1. Scheduling an offsite event will not close any availability for your site or facility, but it will appear as a tile on your calendar. This way, all onsite and offsite events for a team can be viewed in one place.
   2. Please note that in order to schedule an offsite activity, there must first be an existing event date at the site included on the schedule. Offsite events cannot be scheduled independently.
      
9. You can add as many variations of facilities, dates, and time slots to your schedule as needed. Once all required dates have been added to the schedule, review it for accuracy and completeness before clicking "Submit Schedule".
   
   

   Could My Reservation Conflict with Another Reservation?

   If there is already an approved reservation in place for one or more facilities that you are requesting, you will see a "Conflicts Detected" section after clicking "Submit Schedule", as shown below.
   
   
   
   
   • Clicking “Cancel & Return” will forfeit your request without saving the information previously input, and will take you back to the calendar. 
   • Selecting “Keep & Proceed” will take you to the next screen, allowing you to continue the process of submitting your internal reservation request as normal. Choosing this option means that you are submitting a reservation request that conflicts with an already approved reservation, thereby creating a reservation conflict. 
   • Selecting “Exclude & Proceed” will remove the conflicting dates from your request, and keep only the dates that do not conflict with already approved reservations. 
10. If the facility operator or facility owner organization has opted into internal application questions, you will see an “Application Questions” section on this page. Please answer all required questions, and select "Proceed" (or “Keep & Proceed”  or “Exclude & Proceed” if conflicts have been detected).
11. After answering any application questions, you'll see an option to add optional equipment. Select any equipment you may need and press "Submit".
    
    
    Success! Once your page has finished loading, a reservation ID will pop up. Clicking on the reservation ID will bring you directly to the reservation details page for your internal event.

Please note that if your role is View Only or Pre-Approver, your reservation will remain in Pending status until it has been reviewed by an Enhanced Access user or Final Approver, who may approve or decline the reservation. If your role is Enhanced Access, Enhanced Access+, or Final Approver, any internal events entered at the site you are assigned to will automatically be approved.

Offsite Activities

If the internal schedule you’ve created contains an offsite activity, it will appear slightly differently on your calendar.

For additional assistance, please reach out to Facilitron Support at (800) 272-2962, or email us at support@facilitron.com.