ActiveData Calendar Administration Web Application Submitting a Single Occurrence Event with a Room Reservation

Logging In Log in to the ActiveData Calendar Administration web application using one of the options below: • Option 1: Navigating directly to the Login Web Address

Log in to the ActiveData Calendar by opening a browser and navigating directly to the login page at: https://intranet-calendar.bcm.edu/login.aspx

• Option 2: Navigating to the login page from the Intranet Calendar

The login page can also be reached by clicking the “Calendar Login” link located in the footer of the Intranet Calendar (https://intranet-calendar.bcm.edu/default.aspx?type=3)

Log in to ActiveData Calendar Administration Web Application

Before You Begin:

Important Notes: The notes below are critical to successfully submitting a room reservation. If you do not follow the tips

below, your room reservation may not be submitted correctly or your event may be denied.

Selecting a Calendar to Post Your Event To:

• If you are reserving a room, when selecting a Calendar/Category to post your event to,

please select the “Room Reservations” calendar, unless you have been told by an

administrator to select a different calendar/category.

• Do NOT select all Calendars/Categories. Your event may be denied if you do.

• See Step 1 – The General Details Screen for more information.

Save Your Room Selection!

• When reserving a room, please be sure to click the “Save” button after selecting your

room. If you don’t, your room reservation will not be submitted with your event.

• See Step 3 – Schedule & Request Facility: Verifying the Room Reservation has been

Saved for more information.

Begin the Event Submission Process

Submit an Event To submit an event, use one of the following options:

Click the “Events” link in the blue navigation bar – OR –

Click the “Events: Add” link in the gray navigation bar (located beneath the blue navigation bar)

Both links navigate to the same “Add Event” screen.

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Summary of Steps for Adding Events

The “Add Event” Screens

There are 5 steps to adding an event. In the following pages, we will perform these steps.

Step 1: General Details Enter information about the event, such as event name, calendar selection, etc. *The General Details screen is the first step that is displayed when adding an event.

Step 2: Images & Attachments (optional) Upload pictures/files associated with the event. Some users may not have access to this step.

Step 3: Schedule & Request Facility Enter the schedule for the event, and if needed, select a room for the event.

Step 4: Contact & Other Information Enter the contact information for the person who will be the primary contact for the event

Step 5: Preview and Finalize Event

Summary of Steps for Adding Events

Step 1 – The General Details Screen

General Details

Fill out the fields as follows: Event Name: Enter a strong descriptive Event Name, such as “Neurology Staff Meeting”. Please do not use generic event names like “Meeting”.

Place Event on Selected Marketing Calendar(s): Select the “Private” option. Do NOT select the “Both” option.

Category(s)/Subcategory(s): Select the “Room Reservation Calendar”, unless you have been instructed otherwise. Do NOT choose the “Select All” option.

Event Description: Enter an appropriate description. If there is no specific information for the attendees, use the same name as the Event Name in the description.

Move to the Next Step: After all the fields have been filled out, click the “Next” button.

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Step 2 – Images & Attachments

Images & Attachments (Optional)

DEPENDING ON YOUR ACCESS, YOU MAY NOT SEE THIS STEP. This step allows pictures and files associated with the event to be uploaded. For example, a picture of a presenter could be uploaded, or a brochure or flyer about the event could be uploaded. This is not a required step. If assistance is needed with this step, please contact the Calendar Administrator at calendar-admin@bcm.edu.

After completing this screen (or choosing to skip this step), click the button.

Step 3 – Schedule & Request Facility

Summary of Step 3: Schedule & Request Facility

The Schedule & Request Facility Is where the event schedule is entered, and if needed, find and reserve an available room(s). In the following pages, we will perform the steps below:

1. Enter the schedule.

2. Verify the accuracy of the schedule.

3. Search for available rooms.

4. Select a room and save the selection.

5. Verify that the room reservation has

been saved.

Schedule & Request

Facility

Step 3 – Schedule & Request Facility Entering the Event Schedule

Entering the Event Schedule In this example, the event is a one-time occurrence, not an event with multiple dates .

Indicate that a room is needed for the event: Choose the option, “Select Event Date(s) to find available Facilities”. This option indicates that a room is needed for the event and the event dates are not flexible.

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Enter the Start Date for your event. Verify the “End Date” has automatically filled with the same date as the Start Date.

Enter the Start Time and End Time for your event.

Click the “Generate Schedule” button or click “Next” (both actions generate the schedule.)

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Step 3 – Schedule & Request Facility

Summary of the Generated Schedule Screen

See the following pages for instructions on this screen.

In this screen shot, no room has been reserved, indicated by the event date being displayed on the “Unbooked ” tab. The number (1) in the parenthesis indicates the number of dates that do not have a room reservation.

Current Schedule This section lists the date(s) and time(s) you have scheduled for your event. Event dates and times can be added, removed and changed in this section.

Facility Search This section is used to search for room availability. You may search for a specific room by name or by room feature (such as projector or minimum capacity).

Schedule Facility Booking(s) This section displays the confirmed event date(s) and indicates if an event date has a room reservation.

Step 3 – Schedule & Request Facility Verifying the Schedule

Verifying the Schedule Ensure the Start Date and End Date are the same.

Verify the event date and time are correct.

Check the checkbox next to the event date. In the next step, we search for a room for the selected date(s).

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Step 3 – Schedule & Request Facility Searching for an Available Room

To determine if a room is available, use one of the methods shown on this page.

Drill Down and Search Browse through the list of rooms, select a room(s) and click the button.

Search for All Available Rooms without specifying criteria

To display all available rooms for the selected date(s), click the button. Do not select a specific room or select any room criteria options.

Search by Room Name If you know the name of the room you would like to reserve, enter the name in the Location Keyword Search box and click the button.

After the “Search” button is clicked, the Available Room(s) list will appear between the Facility Search section and the Schedule Facility Booking(s) section. See following pages for selecting and saving an available room from the list.

-- OR --

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Step 3 – Schedule & Request Facility Selecting and Saving an Available Room

Selecting and Saving an Available

Room

Available Rooms(s) List - After clicking the “Search” button (from the previous page), the list of available rooms is displayed.

In the “Select” column (the first column with the checkboxes), check the box next to the room that needs to be reserved .

Click the “SAVE” button.

Available Rooms(s) List After clicking the “Search” button , the list of available rooms is displayed.

You MUST click “Save” after

selecting a room. If you do not,

your event will be submitted

without a room reservation request!

NOTE: IMPORTANT! Regardless of how you search and select a room, after you have selected your room(s), you MUST click the button. If you do not, your event request will be submitted without a room reservation.

Note: If you submit your event without a room reservation, you will still receive email notifications about your event (confirmations and marketing approvals); however, please understand those emails are NOT facility/room reservation approvals. Please see the section titled, “Event Categories and Email Notifications” for a full explanation of email notifications.

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Step 3 – Schedule & Request Facility Verifying the Room Reservation has been Saved

Verifying the Room Reservation

has been Saved

After clicking the “Save” button (from the previous page), the message, “The facility selection made has been saved.” will appear at the top of the Available Rooms section. If after clicking the Save button, the message does not display, then the room reservation has NOT been saved.

In the “Schedule Facility Booking(s)” section, the room should be listed on the tab next to the “Add More Rooms” tab.

Click the NEXT button to move to the next step in the process, entering Contact & Other Information.

The Schedule Facility Booking(s) section shows 187A has been reserved, indicated by the room number on the tab. The number (1) in the parenthesis indicates that 187A has been reserved for one date.

This is an example of a multiple-date event (31 dates) where 187A is booked for all 31 dates.

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Step 4 – Contact & Other Information

After completing this screen, click the button. button.

Contact Information Enter the contact information for the person who will be the primary contact for the event.

This information is displayed on the front-end calendars. See screen shot below of what the event will look like on the front-end calendar.

Other Event Information

This information is not required. If filled out, these fields will be displayed on the Event Details screen on the front-end calendars.

Enable Registration If you would like attendees to register for the event, please contact the Calendar Administrator for more information about this feature.

Internal Notes For calendar administrators only. Please do not use this field.

Screen shot of the

Event Details of an

event on the Intranet

calendar.

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Preview and Finalize Event Review and verify the following details to ensure that your event has been entered correctly. Select “Release Event” If you are ready to submit your event for approval, ensure that the “Release Event” option is selected. Do not select the “Save Event” option. The “Save Event” option saves a draft of the event and does not submit the event/room reservation for approval. Only use this feature if you are not ready to submit your event for approval and need to save and return to finish entering details. Verify the following:

• Event Date(s) and Time(s) • Event Name • Event Description • Location/Room Reservation - • Contact Information

See the following pages for detailed information on verifying that your location/room reservation is correct and for information on how events are approved.

Step 5 – Preview and Finalize Event

IMPORTANT! Verifying Room Reservations If you reserved a room, it is very important that you verify the reservation has been saved and submitted correctly. There are two places where the room reservation is listed:

• On the “Facilities” tab, the room(s) will be listed, along with the reservation date and time.

• In the Location Information section in the Event Details area, the room(s) will be listed.

If you don’t see your room listed, you must go back to Step #3 and go through the process of reserving the room again. Be sure to click the “Save” button after selecting the room(s).

Step 5 – Preview and Finalize Event Verifying that the Location/Room Reservation is Correct

Step 5 – Preview and Finalize Event Workflow Approval/Denial Process

Workflow Approval/Denial Process All room reservations for the event will be processed first (approved or denied). Then the event must be approved or denied for posting on the selected calendar(s). ---------------------------------------------------- • Room Reservation information is listed on the “Facilities” tab. • The calendar(s) that you selected to post your event on are listed on the

“Marketing” tab. ---------------------------------------------------- Who is Responsible for Approving Room Reservations? • Each room reservation must be approved by that room’s owner (each room

has its own calendar administrator/owner).

If you would like to contact the room owner to determine the status of your room reservation request, you can determine who the room owner is by going to the Facilities Calendar and clicking on the room name shown in the time line. A pop-up box will be displayed, listing the room specs, which includes who the room owner(s) are.

• After all room reservations have been processed, the Marketing requests (which category/calendar(s) you selected) will be processed. For example, if you selected to post your event on the Room Reservations calendar, that must be approved by the Room Reservations calendar administrator.

After you have verified that everything is correct, click the “FINISH” button.

The “Add Event” screen is displayed after clicking “FINISH”, so that another event may be submitted if necessary. If the event was submitted successfully, there should be a paragraph in green at the top of the page indicating that the event will be processed by the appropriate calendar administrators. If you don’t need to submit another event, you may log out of the calendar. Note If the paragraph in green at the top of the page is not displayed, then your event may not have been submitted successfully. Please contact the calendar administrator at calendar-admin@bcm.edu

Event Submission Confirmation Screen