Facility Scheduler - Setup: 2) Define Resources

Defining Resources

Equipment — Identify any equipment to reserve for events.
Chairs / Tables — Identify the chairs and/or tables that can be reserved.
Staff — Identify leaders and/or staff involved with events.
Groups — Identify groups for whom events are held.
Keys — Identify building/room keys that you want to track.
Holidays — Identify holidays to print on reports and/or skip when scheduling.

Go directly to Equipment, Chairs, Tables, Groups, Staff, Keys, Holidays

 

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Equipment

This routine identifies items (A-V resources, musical instruments, sporting goods, furniture, etc.) that you want to reserve for events. Select the New icon . Then assign —

  • a unique alpha/numeric Number to set the order in which items are listed,
  • a text Description of the item,
  • an equipment Category to organize the Equipment List report.
    • Until the categories have been added, you will be prompted asking if you want to add your category. Once the category list has been fully populated, you may choose from the drop-down. You may edit the list by going to Combo Boxes in Preferences.

After items are saved, they appear on the Setup/Equipment tab in the Event Planning routine.

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Chairs / Tables

These two routines let you define the chairs or tables and the quantity of each that you reserve for
events (Setup/Equipment tab in the Event Planning routine).
First, select the New icon (Ctrl+N). Then enter —

  • a unique alpha/numeric Number,
  • a text Description of the item,
  • the Quantity available for this kind of table or chair.

 

 

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Groups

Use this routine to identify any groups that participate in events and for which you want to
print reports, lists, and calendars.

  • To define a new group, select New on the tool bar, then enter a text description, and the
    name of a leader to contact about group events.
    • Publish to Web — Mark this check box if you want Logos Ministry Connection to create a separate
      calendar on the Web for this group’s activities. See page 36.
  • To edit an existing group, use the Arrow icons on the tool bar, or select the List tab, highlight
    the group to edit, then select the Data Entry tab.
  • To delete a group, select Delete on the tool bar or File menu.

Notes:

  • The Groups tab in Event Planning links one or more groups to any Event.
  • Changing or deleting a group updates all events for that group.
  • Most reports let you select one or more groups whose events you want to print.
  • Groups differ from Categories (Event tab in Event Planning) which are devices that let you limit the events that display in the Event Planning Calendar views.

 

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Staff

This routine lets you indicate leadership personnel responsible for directing and/or participating in events, expediting contacts to those involved with an event’s functioning.

  • To define a new staff member, select New from the tool bar (or type Ctrl+N), then enter the person’s first and last name. You may also enter Day and Night Phone Numbers and Email Address.
  • To edit an existing person, use the Arrow icons on the tool bar, or select the List tab, highlight the person to edit, then select the Data Entry tab.
  • To delete a person, select Delete on the tool bar or File menu.

Changing or deleting an entry automatically updates any scheduled events to which the person was assigned. Once names are defined, they appear on the Staff tab in the Event Planning routine.

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Keys

This routine defines keys that you issue, either permanently, for a time period, or for a specific event.

To define a new key, select New on the tool bar, then enter a unique Key ID (letters and/or numbers) and what room(s)/building(s) the Key Unlocks. Add other information when the key is issued to someone:

  • Name * and Title/Position of the person who has the key,
  • Home and/or Work Phone numbers for that person,
  • Date Issued — Leave this field blank if the key will be linked to a specific event. An entry here will block this key from appearing in the Key Issued field on the Define Events > Staff tab.
  • Date Review — You can indicate when to review the status of this key,
  • Event * — Leave this field blank to be populated from an Event to which will be linked.
  • Comment about the key, the person, and/or the event (optional).

To edit an existing key, use the Arrow icons on the tool bar, or select the List tab, highlight the key to edit, then select the Data Entry tab.

To delete a key record, select it on the List tab, then select Delete.

The Event field is populated when the key is selected in the Key Issued field on the Staff tab in Define Events. If the Name field is left blank here, it will be populated by the entry in the Contact Person field on the Staff tab.

Clear Key From Event — This button removes the key from the Event and clears information here (except the Key ID and Key Unlocks fields) so that the key is available to be reissued.

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Holidays

You can define special days that you want to print on calendar and bulletin reports and display on the Event Planning window. You have the option to skip these days when running Set Recurring or Extend Recurring in Event Planning.

  • To define a new holiday, select New on the tool bar, then enter the Date, the Date To (which is the same for a one-day event) and Description for the occasion.
  • To add multiple holidays, you can run the Import Holidays routine (Utilities panel) and import lists of holidays provided by Logos or files that you create or acquire. 
  • To edit a holiday, use the tool bar Arrow icons, or select the List tab, highlight the holiday, then select the Data Entry tab. Do this after holidays pass to edit dates for next year. Or create new entries for each year.
  • To delete a holiday record, select Delete.

Use Skip Holidays feature when scheduling recurring events — Unmark this check box if you do not want the Skip Holidays setting for Recurring Events to apply on this date.

NOTE: If two or more holidays are defined on the same date, only one will display on screens or print on reports. If you want both events to appear, add the name of the second holiday to the Description for the first one and then delete the second record. For example, Kwanzaa always begins on December 26, which is observed as Boxing Day in Canada and other places. So, you could add “Boxing Day” to the Kwanzaa Description on that date, resulting in “Kwanzaa / Boxing Day”.

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Combo Boxes
This Setup panel icon jumps to the Preferences > Field Text > Combo Boxes routine, allowing items in combo box lists to be added, edited or deleted.

 

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