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Reminder: Security Permissions

What you can see and do in this application depends on the security permissions associated with your 25Live user account. In addition, if your user does not have permission to view Contacts (Basic 7.0 in Series25 Group Administration) the default scheduler for a location may not be visible. If you can't access something you think you should be able to, contact your 25Live Administrator.

Throughout 25Live, the name of each Location is a link you can use to view its details views. Each location view also has sub-sections for:

  • List
  • Availability (Daily)
  • Availability (Weekly)
  • Calendar
  • Audit Trail

Standard controls 
Image: These standard controls are available in all details view sub-sections.

Each sub-section has controls for:

  • More Actions:  An expandable section with location actions
  • Refresh:  To pull a fresh view of the data
  • Help:  To access more information about this view

You can also edit the name of a location from the top summary section of its details views.

Use the star icon (Star empty) next to the location name to add it to your favorites.

How To View Location Details

Standard controls with sharing option
Image: The Always Share option may also be visible with proper permissions.

After clicking on a location's name from any screen, the summary details view shows by default. In this view (depending on your institution's options and your user's security permissions), you may be able to see the Always Share toggle, used to share the location.

Additional information is arranged under headings for:

  • Comments
  • Layouts
    • Shows all layouts defined for this location, each layout's instructions (if any), and each layout's maximum capacity
  • Images
    • Shows photos and diagrams of the layouts, if available
  • Default Instructions
  • Images
  • Map
    • Links to Google Maps for the longitude and latitude of the location
  • Related Spaces
  • Location Scheduler
    • With permissions, you can hover to view contact details
  • Categories
  • Features
  • Attributes

How to Edit Location Details


 

How To Configure a Location For Express Scheduling

The location details view provides an inline editable capability to configure a location to be used with Express Scheduling.

Express block blank
Image: The Express block without any configuration options set.

  • Scroll down to find the Express block in the location details view.
  • Select a Default Event Type to be applied to this location for new express events.
  • Use the Edit icon edit icon to set the Maximum Event Duration allowed for express events in this location.

Express block set
Image: An example Express block with the options set.

Express Scheduling does not bypass Object Security or Assignment Policy.  Users reserving a location using Express Scheduling must have object security permission to see and assign the location, and the Assignment Policy for the location must be set to Assign/Unassign or higher. You may want to adjust location security settings in the 25Live Administration Utility.

Using the More Actions Display

More Actions location
Image: Open the More Actions display by tapping or clicking on the expansion menu. Collapse it again using the "Collapse" link. 

Use the More Actions menu link to expand all of the options available for Locations.

Collapse link
Image: Collapse link to close the More Actions section.

You can close the display using the Collapse link.

Options in More Actions

This display provides a number of extra actions to perform for this location, including:

Printing reports
Image: The Print Report section provides a quick way to get to associated reports.

Subscribe more action for locations
Image: The Subscribe section allows you to subscribe to feeds for this location.

  • Subscribe - opportunities to subscribe to feeds for this location using Atom or iCal

Location Detail Sub-sections

Viewing the Location List View

The List view shows you a list of events associated with this location within a table, starting on the selected date (which defaults to the current date). There are several controls and options available to change the list date, columns, and order.

Reminder: Expand Your View to Related Locations

You can use the Related Locations checkbox to expand the displayed results.

To View Additional Pages of Items in List View

Pagination controls
Image: Use controls at the bottom of the list to navigate and change how many items are displayed per page.

There are navigation controls at the bottom of the list where you can go to the next page, the last page, or jump to other pages of items. You can also choose how many items display on each page.

To Sort Items in List View

Most columns in the list table can be used to sort items. Simply click on the column title to see if the column is sortable. If so, the data sorts in ascending order. Click again to sort in descending order.

Columns in list view
Image: The column that the items are sorted by will display in bold.


To Choose Which Columns Display in List View

List view controls
Image: Choose Columns button.

Use the Choose Columns button to reveal a list of all available table columns. Check the boxes next to any you wish to display.


To View Additional Details of Items in List View

Links to view details
Image: Any search result information that is underlined links to more details.

Click on the names of events, locations, resources, and organizations to go to each item's details view. Any piece of information in the table that links to more details is underlined.

Viewing the Location Availability Views (Daily and Weekly)

Reminder: Expand Your View to Related Locations

You can use the Related Locations checkbox to expand the displayed results.


  Weekly availability view
Images: The Daily and Weekly views differ in how they display availability.

The Availability views consist of three main parts:

    • Availability toolbar at the top
    • Left sidebar:
      • Daily View: Dates are displayed, spanning 30 days from the selected date
      • Weekly View: Hours are displayed for each day of the week of the selected date
    • The availability grid with top column headers:
      • Daily View: The columns along the top show hours for the selected date, and a vertical bar advances across the grid (updating every 2 minutes) indicating the current time to help differentiate past and future events
      • Weekly View: Each column shows a day of the week containing the selected date, beginning with the preceding Sunday
        • Example: If you choose Tuesday, the 3rd, the week displays beginning with Sunday, the 1st


Image: Use the checkbox to Include Requested (or Draft or Preference) reservations in the grid.

Availability grids have the ability to display Drafts/Requested Reservations/Preferences on the grid. To view, use the Include Requested checkbox in the toolbar at the top of the grid.

The grid uses color codes to indicate availability and the status of events. Use the Legend button to view a guide to either the default or custom colors. Default colors include:

    • Blank/White:  Available
    • Gray:  Closed hours, based on the location's open/closed hours
    • Black:  A blackout hour
    • Green:  A normal event with occurrence start and end times
    • Light green:  Setup/pre-event or post-event/takedown time before and/or after an event time
    • Orange/Beige:  Location unavailable due to a relationship with another location
    • Purple/Gray Slashes:  Pending location reservation

Color coded availability grid example
Image: In the above example, the “Northwest Art Awards” event is scheduled from 3:00pm - 5:00pm, shown in green, but the event also has setup/pre-event time and post-event/takedown time, shown in light green. Another event that day is shown in Orange, indicating the event’s location is unavailable.

The availability grid also allows you to create events in the displayed location for specific hours/days by using the create event Create event icon icon in available grid squares.

If your institution instance has Express Scheduling set up, using the create event Create event icon icon for any configured location will bring up the Express Scheduling form for quick event creation. Use the Open in Form button to use the Event Form to create you event instead.

Tip: Administrators Can Set Custom Colors

Administrators in 25Live Pro have the ability to add custom grid coloring to availability views. If your 25Live instance has custom colors set up, look for the Legend link for a guide to each color's meaning.


To Change the Date Displayed in Availability View Search Results

Calendar date choice in availability view
Image: Clicking on the date opens the date picker.

To choose a new date (other than the previous or next), click on the date text to open the date picker. Use the arrows on either side of the date to go to the previous or next date.

To Filter By Days in Availability (Daily) Views for Individual Locations 

The availability toolbar at the top features a Days button that allows you to adjust the view to only include certain days of the week in the grid.

Note: The Availability (Weekly) View Includes Additional Date Controls

In the Availability (Weekly) View you can also use the controls in the top availability toolbar to choose how many weeks are displays and which days of the week are shown.

Date controls for availability grid
 Image: Use the Weeks and Days controls to adjust what is shown in the grid.


To Change the Hours Shown in the Grid

Slider controls
Image: Use the slider controls to change the hours displayed in the availability grid.

At the top-left corner of the availability grid are controls for changing which hours are shown, whether the hours are displayed along the top (in the daily view) or along the left side (in the weekly view). Click on the control icon Slider control icon to open the Hours display. Move the sliders along the line to adjust the hours shown in the grid.

To Change the Availability (Daily) View Mode

Use the Separated/Overlapping/Edit Mode dropdown menu to select how you view events that might overlap in the display, such as shared space events or bound events. Choosing Separated shows every event within each square of the grid distinctly. In Edit Mode you can make changes, such as Delete and Copy. If you select the Overlapping View Mode then Edit Mode, you can drag and drop events within the grid. 


Image: You can drag the event block to a new date and time in the Schedule availability grid.

In the Daily view Edit mode, the availability grid allows you to change the event date and time by dragging the event's colored block within any available grid squares. Check the "Snap To Grid" checkbox above the grid to restrict times to half-hour blocks, or uncheck the checkbox to freely move the event to any time.

Right-click menu options in edit mode
Image: Right-click an event title to display editing and viewing options.

You may also right-click on a regular event title (in green) to display editing and viewing options for that event.

Tip: Quickly Scroll To Top

When navigating availability grids, you can use the Scroll to Top () icon in the bottom-right corner to quickly go to the top of the grid

Viewing the Location Calendar View

The Calendar view shows you an easy to read grid of days on which events take place associated with this location.

This view also allows you to create events in the displayed locations by using the create event Create Event icon icon in the calendar grid. If your institution instance has Express Scheduling set up, using the create event Create event icon icon for any configured location will bring up the Express Scheduling form for quick event creation. Use the Open in Form button to use the Event Form to create you event instead.

Reminder: Expand Your View to Related Locations

You can use the Related Locations checkbox to expand the displayed results.


To Change the Timespan Displayed in the Calendar View

Calendar view controls
Image: Use the time span controls to choose how many days display in the Calendar view.

You can choose from three different time span settings in the Calendar view:

    • 3-Day
    • Week
    • Month

To Change the Start Date of the Calendar View

Date controls
Image: Use the date picker to choose which dates to display in the Calendar view.

You can click on the date to open a date picker. Choose the start date of your 3-Day, Week, or Month display of dates.

Use the arrow Arrow buttonsbuttons at the bottom of the calendar grid to move the dated display backward or forward.

Viewing the Location Audit Trail

The Audit Trail view shows a list of actions performed with this object available to users with sufficient permissions.

Editing Location Details

To edit location details, you (with appropriate security permission) or an administrator use the 25Live Administration Utility. See the 25Live Administration Utility Help for details.




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