Guidelines For Adding Locations
- Only Location Name and Max Capacity are required to add a location.
- Because the location name or formal name appears in event web calendars you publish using the 25Live Publisher, make sure these names would make sense to the general public and comply with your location naming conventions.
- You may want to review your Location Layouts, Features, and Categories master definitions and possibly add new items to them for selection here. Having good groupings can greatly assist 25Live users in searching for locations and in the 25Live Pro Event Form.
- When selecting layouts for the location, you can also specify the capacity of the location in each selected layout (the maximum capacity is entered by default) and/or the fill ratio you want to achieve in each selected layout. You can also enter layout instructions and select layout photographs and diagrams from your image directory. For information on the image directory, see Adding and Managing Images.
- If you’ll be scheduling the location using the Schedule25 Optimizer, select the Partition of the location and, optionally, enter a Fill Ratio (default seat fill ratio) for the location. See the Schedule25 Optimizer User Guide, accessible by clicking Help, for information on how the Optimizer uses partitions and fill ratios in its class placement process.
- If you’ll be using the Express Scheduling features of 25Live, enable Express Scheduling, choose an Event Type, and optionally enter a Maximum Event Duration. For more information, see this article:
- You can specify a Location Scheduler to automatically route new events that request the location to that scheduler.
- When selecting features of the location, you can also specify the quantity of each feature in the location.
- When selecting custom attributes of the location, specify the value of each.
- If you’ll be using X25, provide values for the X25 custom attributes. When X25 functionality is installed, these attributes are automatically added to the Location Custom Attributes master definition and made available for entry here.
X25 Assignable Area (required)
X25 Building (required)
X25 Owner Organization (required)
X25 Floor Number (optional)
See the X25 Data Setup Guide, available here, for more information:
- Make sure to specify the hours of availability of the location to prevent unauthorized 25Live schedulers and the Schedule25 Optimizer from assigning the location to events outside the defined hours.
- Define blackout dates of the location as needed for dates/times the location is unavailable for assignment.
- Define the relationship of this location to other locations as needed. See Location Data Overview.
To Add a Location
Access the Add Location Page
- In the 25Live Administration Utility, select the Locations tab.
- Select the Manage Locations task tab, then click the ADD icon to go to the Add Location page.
Note: You must scroll down to see all the location information you can specify.
Enter/Select Location Data
- Enter the location name (required) and, optionally, the location formal name and/or any comments.
- Enter the maximum capacity of the location (required) and, optionally, a fill ratio.
- If you plan to use the Express Scheduling features of 25Live, click Enable Express Scheduling, choose an Event Type, and optionally enter a Maximum Event Duration.
- Check each layout the location can be configured in. Optionally, for each layout enter the maximum capacity, fill ratio, whether or not that layout is the default, and/or layout instructions. Select layout photographs and/or diagrams from your image directory as needed.
- Enter any default setup instructions for the location.
- If you’ll be scheduling the location using the Schedule25 Optimizer, choose the partition the location is in.
- To specify a Location Scheduler to automatically route new events that request the location to that scheduler, click Add a Scheduler, do a simple name search for the scheduler. If more than one name is returned, select the scheduler. Please note that you must also configure security groups to use the scheduler specified for the location.
- Check the location’s features and the categories it belongs to.
- Check the custom attributes that pertain to the location and enter or select the appropriate value for each.
Enter Location Hours of Availability, and Define Location Blackout Dates and Relationships
- Enter the hours of availability (open/close hours) of the location for each day of the week. To close the location for an entire day, click the Close button for that day.
Define blackout dates of the location as needed. To define a blackout date, click New Blackout, enter the blackout date/time and end time (and if the time span of the blackout is greater than 24 hours, click the link icon and enter the end date). If the blackout repeats, select and define the repeating pattern using the pattern definition controls.
Long Repeating Patterns Can Negatively Affect System Performance
Repeating patterns are limited to 7 years, and long repeating patterns can negatively affect system performance. Simple blackouts using a single occurrence from Date A to Date B are more efficient and recommended.
- Define the relationships of this location to other locations as needed. To do so, click New Relationship, select the kind of relationship (also assign, blocked by, close to, divides into, or subdivision of), and select the location that has this relationship with your new location.
Define Location Object Security and Assignment Policies
- Click the Object Security “EDIT” link.
- Change the object access setting for each security group as needed.
- Click the Assignment Policy “EDIT” link.
- Change the assignment policy access setting for each security group as needed.
For information on 25Live security, see this Security Overview.
Define Exceptions To the Standard Assignment Policies, If Needed
- If you want to define an exception for just one security group, click “No” in the Has Exceptions? column for the security group.
If you want to define an exception for multiple security groups, click Exceptions for Multiple Security Groups, and select the security groups.
- Click New Exception.
- Enter a name for the exception.
- Choose the assignment rights the group should have from the drop-down list.
- Enter the start date/time and end time of the exception and, if it spans midnight, click the link icon and enter the end date.
- If the exception repeats, define the repeating pattern or ad hoc dates.
Long Repeating Patterns Can Negatively Affect System Performance
Repeating patterns are limited to 7 years, and long repeating patterns can negatively affect system performance. Simple exceptions using a single occurrence from Date A to Date B are more efficient and recommended.
Define Location Notification Policies, If Needed
Click the Notification Policy “EDIT” link.
Choose whether the notification must be approved by at least one of the users associated with the notification or all users associated with the notification.
If you want to set a time limit within which the user(s) associated with the notification must act, check the Approval Required Within box, and set the number of days, hours, and/or minutes after the notification creation date that action must be taken.
Perform a simple full or partial name search for a user you want to associate with the notification policy, then select the user(s) in the search results. (You can also click the Select All arrow to select all returned users.)
If you need to run another search to find other users you want to associate with the notification policy, click the Back arrow and search again.
For each associated user, choose the type of notification they should receive—Approval Required or Notification Only.
Note: If you need to remove one or more users you’ve associated with the notification policy, click the Remove button (red X) of each, or click Remove All to remove all associated users.
Using Notification Policy Templates
You can use the notification policy of a location as a “template” to define the same notification policy for other locations.
To do this:
- Find the location with the notification policy you want to use as a template.
- Select that location for edit along with the other locations you want to define a notification policy for.
- Check the Notification Policy box, then choose the location whose notification policy you wish to use as a template from the Use Template drop-down list.
- Click Save Changes to apply the notification policy “template” you chose to all selected locations.