Managing Facility Schedules

You can organize and manage facility bookings and availability using your facility calendar. The system helps you track event scheduling, detect conflicts, and manage facility setup and teardown time.

Viewing Your Facility Calendar

Access your facility schedule through the scheduling dashboard. You'll see a calendar view with all events booked at your facilities, color-coded by event type. The calendar displays:

• Ticketed events (such as games and ticketed activities)
• Non-ticketed events (such as practices and internal activities)
• Registrations and programs scheduled at your facilities
• Time slots marked in 15-minute increments for precise scheduling

Understanding Facility Buffers

Facility buffers represent setup and teardown time required before and after events. You can configure buffers at two levels:

Facility-level buffers apply to all events using that facility. Set a default start buffer (time needed before an event begins) and end buffer (time needed after an event ends).

Subfacility-level buffers override facility-level buffers for specific areas within a facility. For example, a gymnasium might have different setup requirements than its practice court.

Event-specific buffers can override both facility and subfacility buffers when individual events have unique requirements.

Buffers affect how the calendar displays events—the visual block includes the buffer time—but do not change your actual event start and end times.

Detecting and Managing Conflicts

The system automatically detects when events overlap at the same facility, including their buffers. When a conflict is detected:

1. You'll see a visual warning on the calendar
2. Event details will indicate the conflicting event
3. You can resolve conflicts by rescheduling one of the events

Conflicts are calculated by checking whether the buffered time windows of two events overlap. For example, if Event A has a 1-hour end buffer and Event B is scheduled to start during that buffer, a conflict will be flagged.

Scheduling Events

To create a new event:

1. Click on an empty time slot in the calendar
2. Enter event details including title, start time, and end time
3. Select the facility and subfacility (if applicable)
4. The system will check for conflicts before saving

To reschedule an event:

1. Drag the event block to a new time slot
2. The system will detect any conflicts with the new time
3. If conflicts exist, you'll see a warning before confirming the change
4. For recurring events, choose whether to reschedule this event only, this and future instances, or all instances

To change event duration:

1. Resize the event block by dragging its edges
2. Confirm the new duration
3. Buffers are not included in the resize—you're adjusting the actual event time only

Filtering and Viewing Options

Use the calendar view options to focus on what you need:

• Month view for an overview of all bookings
• Week view to see detailed time slots
• Day view for focused scheduling
• Agenda view for a list of upcoming events

You can also filter events by category, facility, or event type to reduce visual clutter.

Working with Recurring Events

When you reschedule or edit a recurring event, you can choose:

• This event only – change applies to a single instance
• This and future events – change applies to this and all subsequent instances
• All events – change applies to the entire series

Timezone Considerations

The calendar displays times in your institution's configured timezone. If you manage facilities across multiple locations or work with remote bookings, ensure your timezone is set correctly in your institution settings.

Resolving Scheduling Issues

If events appear to overlap despite not conflicting:

Check facility buffer settings. Events that don't overlap in actual time may conflict when buffers are included. Adjust buffers if they're too large for your facility's actual setup needs.

If you can't reschedule an event:

Verify that you have the necessary permissions. You may need to contact your institution administrator to modify event schedules.