Organization Settings

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ResSched is very flexible, allowing organizations to customize it to fit complex operational requirements. At the same time, with the Minimal template you can strip ResSched down to just the minimum functions required for the simplest scheduling needs.  It meets these normally conflicting goals by using operational templates that reflect some the major uses of ResSched, and then detailed settings that let you fine tune it to your needs.

 

Organization Settings are limited to system administrators and can be found under Administration on the main menu..

 

General Tab

 

Operational Template

Select an operational template

Default Time Zone (geographic)

Country

Select the country your organization is primarily based in.

Region

For countries that have more than one time zone, select a city or region as default time zone

User Time Zones

Allow users to view and schedule using their own selected time zone.

Default Schedule Settings

Time format

The organization's preferred time format: AM/PM or 24 hour clock (default AM/PM).

Date format

The organization' preferred short date format: mm/dd/yyyy or dd/mm/yyyy.

Start of Work Day

The default start for graphic day schedule displays. Users can change the setting before display.  If the user has a unique ID, their choice is saved between sessions.  A Public View Only User ID uses the setting shown here as the default for each session.

End of Work Day

The same but for the end of day schedule display.

Time Interval

The time period of each interval of a day schedule. Can be changed by user before display. Users can change the setting before display.  If the user has a unique ID, their choice is saved between sessions.  A Public View Only User ID uses the setting shown here as the default for each session.

Start of Work Week

First week day shown for graphic week schedules. (Default: Monday)

Text Source

The default text information that should be shown in the in the blocks representing bookings in graphic schedules: client, booking name, or primary resource.

 

Users can change the setting before display.  If the user has a unique ID, their choice is saved between sessions.  A Public View Only User ID uses the setting shown here as the default for each session.

Color Source

The default entity color used in graphic schedules:

 

None

Pale gray is used for all bookings displayed.

Status

Color associated with the booking's status.

Resource

Color associated with the primary resource of the booking

Client

Color associated with the client of the booking. Not available when Multiple Clients is turned on in Organization Settings

Category

Color associated with category of a booking. Not available when Multiple Categories is turned on in Organization Settings.

Browse Booking Period

The default period in days to be shown when browsing bookings (default 7). Users can change the setting before display.  If the user has a unique ID, their choice is saved between sessions.  A Public View Only User ID uses the setting shown here as the default for each session.

 

Schedule Conflicts Handling

Conflicts Can Be Accepted By

Which classes of user can accept scheduling conflicts: resource and system administrators only (default), or administrators and general users. Reserve users can never accept conflicts.

No Weekend Bookings

Attempts to schedule on Saturday or Sunday are treated as conflicts.

No Bookings Outside  Work Day

Attempts to schedule outside of the work day are treated as conflicts.

No Client Conflicts

Check for conflicts in client schedule when adding or changing bookings.

 

User Access

 

FROM Email Address

Email address that will be used for any outgoing notifications to users, clients, or resources.

User Support URL

URL of in house support site (not Madrgial Soft Tools site)

Public Access

Allow Public Users

Permit public or semi-public users (e.g., students or  association members) to create their own user IDs from their email address. These user ID's are limited to making reserve status bookings that are optionally subject to administrator confirmation. Conditional:  Organization must have an Extended Level Subscription

 

System administrators can apply filters to restrict the who can create a public user ID. These filter are simple ASCII files (txt) that list the user email addresses or domains. The filters are applied in the order below and if a user email meets a filter condition, it is approved or prohibited regardless of later filters.

 

Banned Individuals: List of individual email addresses prohibited from creating a public user ID.

 

Approved Individuals:  List of email addresses approved for creating a public user ID, such as an association mail list.

 

Approved Domains:  List of email domains that are approved for creating public user ID's, for example, an .edu domain for students.

No Deletions After Confirmation

Once an administrator has changed a booking from reserved status, the reserve user can not delete booking on their own.

Notify Administrator

Notify When Booking Made By

Select whether an administrator is notified when a specified level of user makes a booking.  This notification is often used to alert an administrator to new bookings made by reserve users that need confirmation.

Notify If Changed

Also, alert the administrator if those users change an existing booking

E-mail Notification To

The email address used for all administrator notifications.

Password Requirements

Minimum requirements for new passwords. Passwords are case sensitive.

 

Minimum Characters:  Must be at least 5 characters and not more than 30 characters

Mixed Case:  There must be at least 1 upper and 1 lower case character in the password.

Include Numbers:  At least 1 character in the password must be 0-9

 

Passwords are always case sensitive.

Allow Password Reset By

Forgotten passwords need to be reset. System administrators can let lower access level users reset their own passwords. When a user resets their password a temporary password valid for 15 minutes is emailed to the user's primary email address with a notification emailed to the user's secondary address if available. System administrators can restrict this option to combinations of view only, reserve, and general users. Administrators must get their forgotten passwords reset by another system administrator.  

Allow Remember Username/Password

High demand users will find re-entering user IDs and passwords for each new session inconvenient  System administrators set whether users' user IDs or passwords can be saved between sessions as encrypted cookies on the user's workstation and restored for each new session. Administrators can choose between not saving any log in information, just the user ID, or both the user ID and password.

Hours Before New Password Expires

Hours before a password created or changed by a system administrator expires if the user does not log in. 0 is no limit. Does not apply to passwords reset by the user themselves.

Maximum Password Failures

Maximum number of times a user can try to log in unsuccessfully in a session before there access is delayed or notification sent.  0 is unlimited attempts.

Password Failure Delay

If the user exceeds the maximum failures, how long should they be suspended.

Password Failure Notification

Should the user or a security admin be notified when the maximum number of failures has been exceeded.  If a security admin is selected, enter an email address.

 

 

 

Clients, Resources, Categories Tab

 

If the labels for clients, resources or categories have been changed, those labels will be used on the page

 

Clients

 

Use Clients

Bookings have clients.

No

Bookings do not have clients

Optional

Bookings can have clients

Required

All bookings must have a client

All other client settings are conditional on this setting.

Multiple Clients per Booking

A booking can have more than one client

Enable Client Groups

Allow use of client groups. Client groups are used to view the schedules of several clients at once, or to add several related clients to a booking with a single selection.

Users Are Also Clients

When a new user ID 1 is created, the option of also creating an equivalent client ID is turned on.  System Administrators can limit reserve and general users to just their own client ID when making bookings.

General Users can Create Clients

General users can add new clients. Otherwise, only resource or system administrators can add new clients. Only administrators can delete or change clients.

 


Hide Notes/URLs from:

These settings let you hide the notes or URLS associated with a client depending on the user's access level. Options apply to view only, reserve and general users. Administrators can always see notes and URLs.

Notify Client

Email booking information to the client when the booking is made or changed.

Allow

The user must choose to send the email

Notify as Default

The user must actively choose to NOT send the email

No

Email notification is not available.

 

Miscellaneous Field For Client

Add a simple text field to the entity record. Optional - Record can have an entry in the field. Required -  Every record must have an entry in the field. If optional or required, you must give the field a label.

 

1 Does not apply to Public View Only users.

 

Resources

Authorization to Book or View (see overall information)

Authorize All Users:

 

For All Resources

 

 

Lets view only, reserve and general users book or view all resources depending on their access level. Resource and System administrators  can book and view all resources.

 

Book and View

All users can view the schedules of all resources. Reserve and general users can book all the resources.

Book

Reserve and general users can book all the resources. View only users must be authorized to view resources elsewhere.

View

All uses can view the schedules of all resources. Reserve and general users must be authorized elsewhere to book resources

No

All view only, reserve and general users must be authorized elsewhere to access resources

 

For All Groups

Let all users book or view all the resources in all the resource groups depending on their access level.

Book and View'

All users can view schedules of any resources in any resource group. Reserve and general users can book any resource in any resource group

Book

Reserve and general users can book any resource in any resource group. View only users must be authorized elsewhere to view the resources

View

All users can view schedules of any resource in any resource group

Select Only

All users can use any resource group to display schedules or book resources, but they can only view/book the resources in the group they have been authorized for elsewhere.

 

 

Default Resource Authorization  for New Users.

 

 

These settings provide a default authorization to use resources for new view only, reserve and general users.  Administrators can edit the default setting when creating the user ID.

 

'View All' - New users can view all resources.

 

'Book and View All' - New reserve or general users can book and view all resources.

-

Conditional: These settings and their options are conditional on the selection authorizing All Users For All Resources above.

Chargout Fees for Resources

Enable Charge Out Fees

If there are fees associated with booking resources, turn this setting on.

Show Charge Out Rate

Display charge out rate when making a booking.

General Users Can Change Rate

General users can adjust the charge out rate for an individual booking. Reserve users can never change the rate, Resource and System administrators can always change the rate.

Additional Information

Hide Notes/URLs

Hide the notes or URLS associated with a resource from other users. Can apply to combinations of view only, reserve and general users. Administrators can always see notes and URLs.

Miscellaneous Field For Resource

Add a simple text field to the entity record. Optional - Record can have an entry in the field. Required -  Every record must have an entry in the field. If optional or required, you must give the field a label.

Notify Resource

Email booking information to the resource when the booking is made or changed.

Allow

The user must choose to send the email

Notify as Default

The user must actively choose to NOT send the email

No

Email notification is not available.

 

 


 

Categories

 

Use Categories

No

Categories are not used for any bookings

Optional

Bookings can be assigned to categories

Required

All bookings must be assigned to a category.

 

Multiple Categories

Booking can be assigned to more than one category

 

Bookings Tab

 

Booking Occurrence Can Cross Midnight

Used for 24 hour operations or those that routinely book resources for multiple continuous days.  

Maximum Days in a Single Occurrence

Enter the maximum number of continuous, round the clock days a single occurrence of the booking may take. Must be greater than 1.  Not the same thing as days between the first occurrence and last occurrence of a repeat booking. Conditional: ...Can Cross Midnight is ON

Default Start Time

For new bookings. Most common time for bookings to start.

Default Duration

For new bookings. Most common duration of a booking.

Allow Repeat Bookings By

Limit which users can make repeat bookings by user access level.

General Users Can Bookings of Others

Allow general users to change the bookings made by other users.

Hide Booking Detail From:

When displaying bookings by other users, the detail shown can be restricted by user access level.  When the detail is restricted only the date/time and resource are shown. Does not apply to resource and system administrators.

Allow private bookings.

Allow users to make bookings that show only date and time to other users. Does not apply to resource and system administrators.

Max.Time For Booking

Maximum duration of booking occurrence made by reserve and general users. In hours and minutes, 0 time is no limit   Does not apply to resource and system administrators.

Max. Days in Advance for Booking

Maximum number of days in the future reserve and general users are able to make bookings. 0 days is no limit. Does not apply to resource and system administrators.

Max. Days in Advance for Viewing

Maximum number of days in the future view only and reserve users can view schedules. Does not apply to general users or administrators.

Disallow changes to past bookings

Reserve and general users cannot make changes to any booking scheduled for the past. Does not apply to resource and system administrators.

Enable actual times

Allow users to record actual times for a booking as well as scheduled time.

Miscellaneous Field for Booking

Add a simple text field to the entity record. Optional - Record can have an entry in the field. Required -  Every record must have an entry in the field. If optional or required, you must give the field a label.

Setup/Cleanup

Enable Setup Cleanup

Allows users to assign setup and clean up time for bookings.     These times are shown in different colors from the booking and are included in resource conflict checking.  Setup and cleanup times apply to all the resources of the booking. Individual resources can have minimum setup and cleanup times which must be accommodated in any booking that uses those resources. Enter the default setup and cleanup times and a color for each.  If Bookings Can Cross Midnight has been turned on, days can be included in the setup or cleanup times.

Routine Bookings

 

Routine bookings are a list of commonly used booking names that appear at the top booking name drop list to reduce key strokes and improve consistency. These are simple text entries. Changing a routine booking entry do not change any of the booking names made prviously. Click the Add Routine Booking button to create a new routine booking.

 

User Access

 

FROM Email Address

Email address that will be used for any outgoing notifications to users, clients, or resources.

User Support URL

URL of in house support site (not Madrgial Soft Tools site)

Public Access

Allow Public Users

Permit public or semi-public users (e.g., students or  association members) to create their own user IDs from their email address. These user ID's are limited to making reserve status bookings that are optionally subject to administrator confirmation. Conditional:  Organization must have an Extended Level Subscription

 

System administrators can apply filters to restrict the who can create a public user ID. These filter are simple ASCII files (txt) that list the user email addresses or domains. The filters are applied in the order below and if a user email meets a filter condition, it is approved or prohibited regardless of later filters.

 

Banned Individuals: List of individual email addresses prohibited from creating a public user ID.

 

Approved Individuals:  List of email addresses approved for creating a public user ID, such as an association mail list.

 

Approved Domains:  List of email domains that are approved for creating public user ID's, for example, an .edu domain for students.

No Deletions After Confirmation

Once an administrator has changed a booking from reserved status, the reserve user can not delete booking on their own.

Notify Administrator

Notify When Booking Made By

Select whether an administrator is notified when a specified level of user makes a booking.  This notification is often used to alert an administrator to new bookings made by reserve users that need confirmation.

Notify If Changed

Also, alert the administrator if those users change an existing booking

E-mail Notification To

The email address used for all administrator notifications.

Password Requirements

Minimum requirements for new passwords. Passwords are case sensitive.

 

Minimum Characters:  Must be at least 5 characters and not more than 30 characters

Mixed Case:  There must be at least 1 upper and 1 lower case character in the password.

Include Numbers:  At least 1 character in the password must be 0-9

 

Passwords are always case sensitive.

Allow Password Reset By

Forgotten passwords need to be reset. System administrators can let lower access level users reset their own passwords. When a user resets their password a temporary password valid for 15 minutes is emailed to the user's primary email address with a notification emailed to the user's secondary address if available. System administrators can restrict this option to combinations of view only, reserve, and general users. Administrators must get their forgotten passwords reset by another system administrator.  

Allow Remember Username/Password

High demand users will find re-entering user IDs and passwords for each new session inconvenient  System administrators set whether users' user IDs or passwords can be saved between sessions as encrypted cookies on the user's workstation and restored for each new session. Administrators can choose between not saving any log in information, just the user ID, or both the user ID and password.

Hours Before New Password Expires

Hours before a password created or changed by a system administrator expires if the user does not log in. 0 is no limit. Does not apply to passwords reset by the user themselves.

Maximum Password Failures

Maximum number of times a user can try to log in unsuccessfully in a session before there access is delayed or notification sent.  0 is unlimited attempts.

Password Failure Delay

If the user exceeds the maximum failures, how long should they be suspended.

Password Failure Notification

Should the user or a security admin be notified when the maximum number of failures has been exceeded.  If a security admin is selected, enter an email address.

 

Statuses

                                                         

Add

Add a new status

Status List

The list of current statuses available to be applied to bookings.  The text and color of each status can be changed with the edit button EditButton and the status removed with the the delete button DeleteButton , but there must always be a #1 status which acts as the default color source when no other color source is available for graphical schedules.

Status for Reserve Bookings

Select the status to be used by reserve users when making a booking.

 

Labels

 

Organizations can change the terms bookings, clients, resources, and categories to reflect their own usage. When the labels have been changed, the new terms are used in ResSched schedules, lists and input forms. The new labels do not affect the documentation.

 

 

Special Days

 

Special Days are holidays or other periods that should be treated as schedule conflicts if users try to book resources during those days..

 

Add

Add a new special day to the list

Special Days List

List of special day periods. Use the edit button EditButton to change the date or description and the delete button DeleteButton to remove a special day period.