To Add a Facility:

• Click on Add Facility.
• Category/Location - choose a venue from the pull down menu.
• Type - choose the appropriate facility type from the drop down menu.
• Facility Name - enter the appropriate name of the setting type. For example, if the setting type chosen was a classroom, the room number of the classroom would be entered in the text box.
• Facility Description - enter an in-depth description of the Facility Name and/or provide directions as well as any limitations to it's general availability (optional).
• Facility Image - To add a picture of the facility, click on the Browse button next to the Facility Image and locate the digital image (.JPG or .GIF formats are best). Double click on the file of the image.
• Click the Save button at the bottom of the form.

Facility usage requests can be made in the admin area, in the EduCenter or on the public site. Please inform support which areas should display the request form.

Add Facility Usage via admin area:

• In the Activity Name text box, enter the event. For example, Dance Class.
• In the Facility Category field, choose a category from the pull down menu.
• In the Choose Facility menu, choose a facility from the pull down menu.
• In the Activity Type text box, enter a description of the activity such as Practice to coincide with the Dance Class example.
• In the Group text box, choose from the pull down menu, if applicable.
• In the Activity Description text box, enter a more detailed description of the activity, if desired.
• Enter Setup Details in the text box, if desired.
• Click on the calendar icon to select the Activity Date.
• In the Starts & Ends text boxes, enter a start and end time - indicating AM or PM.
• Recurring Events:
• Option 1 - the Recurring Until text box allows an event to be displayed over a specific period of time. Enter the date of the last day of the event in the text box and then check which day(s) you would like the event to recur.
• Option 2 - if the event recurs on different days of the month or year, enter in the specific dates in the text fields or click on the calendar icon and select the date(s).
• Click Save.

To Edit a Facility:

• Click on Edit Facility.
• Click on the facility category.
• Click on the facility name.
• Make your edits. Facilities can be color-coded for easier viewing on the usage calendar. Click on the color box and select a color. The system will drop on the appropriate hex value. 
• Facility Notification/Approval People - each facility can be assigned an approver of facility requests. Enter in the approver's email address and name in the proper fields. Select the checkbox to receive request notifications via email.
• If the facility doesn't require an approver and all requests should be automatically approved, select the 'If you would rather have all requests for this facility be automatically approved, check this box and hit SAVE below' checkbox.
• Hit Save.

To Delete a Facility:

• Click on Edit Facility.
• Click on the facility category.
• Click on the facility name.
• Below the Save button, select the Delete checkbox and hit Save. Please note that only Webmasters can delete facilities with past usage. This would need to be done first before deleting the actual facility.

Edit Facility Usage:

• Click on Facility Usage.
• Under the appropriate venue (location), choose a facility name and click on Edit Usage to make changes to any of the information previously entered.
• Click the Save button at the bottom of the page.
• You can also access the events via the Calendar View.

Facility Categories:

• Under Facilities, click on Facility Categories.
• Enter the facility category/location in the text box (i.e. High School, Middle School, Administration Building).
  • Upon hitting Save, you'll see a 'link category to location' link appear next to the category. Click on this to filter admin rights by location. System will tie the category to a location. This is helpful if you need to assign admins to manage only certain locations.
• Facility Types - Enter the facility type in the text box.  For example, General Meeting, Field, Gym, Cafeteria etc.
• Hit Save.

Site Paragraphs:

There are 4 site paragraphs for the Facilities Management module:

1. Facility Group Registration displays on the group registration page.
2. Facility Request Intro displays on the first screen for facility requests.
3. Facility Review Info is the screen when staff review their usage request before clicking on Request Facility for final submission.
4. Facility Successful Request is the screen that displays when a facility request was successful.

Facility Groups - this area will allow you to add outside groups who request and utilize the facilities. Insurance information can be added; notifying you of expirations and denying them the ability to make requests.

To setup the Facility Groups:

• Enter in the group name in the text field and click on Next.
• Use the pull down menu to select the Status.
• Enter the Address in the text box.
• Enter a Contact Name in the text box.
• Enter a Contact Phone number in the text box (required).
• Enter a Contact Email address in the text box (required).
• Enter Insurance Info in the text box.
• Enter Insurance Expiration Date in the text box.
• Enter Comments in the text box if desired.
• Click the Save button at the bottom of the page.

• Click on the edit link next to the appropriate group and make changes accordingly.
• Click on the Save button at the bottom of the page.

Facility Usage

To view a facility usage report:

• Click on Facility Usage.
• Choose a facility or location from the pull down menu.
• Enter in the specific date or date range. Select the year.
• Click Show. Each event scheduled for the facility will display under that particular location as well as the timeframe they will be using.
• By clicking on the Edit Usage link, you can view the scheduled facility usage or edit the scheduled events.
• To schedule additional usage, enter a date (mm/dd/yyyy format) in the enter new date text box, select the facility from the drop down menu and enter in the proper times.
• To override any conflicts, select the checkbox and hit Save.
• Click Save.