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--- howto:calendar [2014/05/23 15:26]
marto
+++ howto:calendar [2015/04/14 13:41]
marto fix link
@@ Line 2: / Line 2: @@
-To enter an event or booking into the [[http://www.electronclub.org/webcalendar]]:
+The booking system and list of events is [[http://www.electronclub.org/calendar]]:
-.) click on the 'login' link in the top right-hand corner of the page.
+**If you have any questions regarding the room usage and booking procedure please email the members list or [[:contact|contact us]]**.
-.) enter the name 'electronclub' and the password 'clubcal', and click the 'Login' button.
+All [[:join|Electron Club Members]] may book the room, the [[:what_is_the_electron_club]] page gives an overview of what the space can be used for. Regarding signing the key in and out, please follow the procedure outlined in [[howto:workshops_and_classes|Workshops and Classes]].
-.) go to the date you wish to add an event or booking to.
+**To allow for the migration to the new system during January 2015 please consult the [[http://www.electronclub.org/oldcalendar/month.php|old booking system]] to see if the room is free. From February 1st the new system is considered authoritive.**
-.) check that it is available, if not please email the members list to ask if you can use the same date.
+To make a booking you need an account in the booking system, if you don't have an account please [[:booking_account_request|request one]]. The account is so that people can see who made the booking and can contact them if necessary. **You should not share your account details with anyone else**.
-.) if it is available, click on the little plus-sign icon in the top right corner of the booking slot.
+While any number of people associated with a group that uses the room may have an account, groups may find it easier to nominate a specific person do manage their bookings. This can help avoid situations where everyone thinks someone else made the room booking
-.) fill out the information in the form that appears:
+  - To login to the booking system click the //login button// in the top right
+  - Enter your username and password then click //login//
+  - Use the calendar views in the top to navigate to view the day you are interested in
+  - If the room is free you can add a booking. as you mouse over the calendar to unbooked periods the area under your mouse will turn pink. to make a booking you then click on the desired time period. in the next stage you can fine tune the booking time
+  - You will now be presented with a form to fill in describing your booking and the time it is form
+    - The //Brief description// and //Group booked by// fields are compulsory however it is very helpful to other members and potential attendees to fill in the //Full description// to let people know in more detail what the event is
+    - The //Group booked by// field should be completed with the name of the group making the booking not the name of the person making the booking
+    - The //Start// and //End// fields are used to specify the start and end of the booking
+    - The //Type// of bookings is normally "internal"
+    - If the event is provisional set the// Confirmation status// to Tentative, you can then update it later
+    - If the booking is one off leave the //Repeat type// as none, other wise select the appropriate repeat type and "Repeat end date". If your event repeat pattern is a bit more complicated such as 1st and 3rd Monday of each month unfortunatly you will need to create seperate events to repeat monthly for the 1st week and then another for the 3rd
+    - Then click //save//
+An email about the booking will now be automatically sent to the members mailinglist
-  * in the 'Brief Description' section just put a short single sentence and **your name**
+If you need to edit a booking you have created
-  * in the 'Full Description' section copy put in a fuller description of the event: what will be happening, who it is for, etc, and other info such as a contact email address or URL should people require further information. Contact details are **required** in case the CCA need to get in contact with you regarding the booking.
+  - Click on the event title in the green box
+  - You will then be shown details of the booking and at the bottom there are options to //Edit entry// or //Delete Entry// the event
-  * if the event is provisional please add 'PROVISIONAL' to your entry
+  - If the booking was repeating you have the option to edit all of the repeating series or just the one booking such as to delete one over christmas when you aren't meeting.
-.) check the date, time and duration are all correct for your event or booking.
-If you wish to repeat the event over multiple bookings:
-  - click on the 'Repeat' tab
-  - select the type of repeat (ie. daily, weekly. monthly, etc)
-  - set the repeat end date for the final date of your bookings
-  - set the frequency to how often the event repeats, ie. if it happens once every three weeks set this to 3, to repeat every day or week (depending on your repeat type) just leave this as 0 or set to 1
-  - select the appropriate days that it repeats on, i.e. if it is every Monday click 'Monday'
-.) click on the 'participants' tab and select the 'Public Access' option
-.) click the 'Save' button.
-.) click on the 'Logout' link near the bottom of the calendar page.
-.) if you have not done so already, **email the members list to let them know you have made a booking**, telling people the date your have booked.  Note: you can email people a direct link to the booking by clicking on its entry in the calender and then copying the URL for the web-page that displays the detailed description of the booking.
+Further information can be found in the booking system's [[http://www.electronclub.org/calendar/help.php|help]] section.

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