UHMC’s Scheduler employs a webbed calendar system, using a calendar for each schedulable room.  All room calendars have hot pink headers to avoid confusion between schedulable rooms and other UHMC calendar functions.  Viewing the room calendars and inputting new events must be done on campus.  This security measure eliminates potential mischief from Internet users, but also prevents usage for those working from home.

Accessing Scheduler

Scheduler is accessed by clicking on “Calendars” on the blue navigation bar to the left of most UHMC Info web pages.  This displays the Calendars page which has Room Scheduler as an option.  Clicking Room Scheduler accesses the Scheduler page, which lists all schedulable rooms by building and also by two functions: Conference Rooms and Computer Classrooms.

To check the schedule of a room, click on the room.  When the room’s calendar is displayed you can go to the desired month and day much as you would peruse any calendar. From any calendar you can return to the desired portion of the Scheduler page by clicking either Rooms by Building, Computer Classrooms or Conference rooms in the calendar header.  You can return to the UHMC Info homepage by clicking on either of the UHMC logo icons.

If you are looking at a calendar of a conference room, you can go directly to the calendar of another conference room by clicking the desired room from the list at the top of the calendar.  The same is true for computer classrooms, as well;  all computer classrooms listed at the top of computer classroom calendars have links to the other computer classroom calendars.

Instructions

For instructions go to the bottom of each calendar either by using the scroll bar to the right of the calendar or by clicking on the “Instructions are at bottom” link.

Inputting a Single Event

Click the desired day on the calendar; the listing for that day will be displayed.  Click “Create” to have the input screen displayed.  If there are other events listed for that day, you can see free time slots by examining the horizontal bar representing the hours of the day near the top of the screen.

First input the Calendar Text (keep it short).  Select the desired start and end times by clicking the arrows to the right of the respective fields, and then clicking the desired time.  (Note that only 15 minute intervals can be input.)  Enter additional information in the Pop up Text field.  This information should include additional detail not covered in the Calendar Text, and on the last line it should indicate who is reserving the room and how to contact them.

Example: “(reserved by Steve George, Ext. 283)”

Then click the “Submit” button to reserve the event.  NOTE: If the newly entered event conflicts with another event even if the overlap is only 15 minutes, Scheduler will reject the new event. The information entered in the Pop up Text field is displayed when those viewing the calendar click on the Calendar Text.  After submitting the event reservation, Scheduler returns you to the “Create” screen so you can input additional events.  Return to the room Calendar by clicking the yellow box that says View Calendar.Inputting a Periodic Event (Same event recurring over several days/weeks)

Go to the bottom of the calendar page and click “Periodic.” On the next screen click “Create.”  Proceed in the same manner described for Inputting a Single Event above. However, in addition to entering the Calendar Test, Start and End Times, and the Pop up Text, you must also define the period over which the event takes place.  Enter the beginning date and the end date which define the length of the period.

Below these dates you have two options to select dates (like the 15th of every month) in the left portion of the screen, or to select days (like every Tuesday and Thursday or the first Monday of every month).  In most cases you would select the latter option by clicking the radio button to designate the options on the right portion of the screen.  Click on the desired day; if there are two or more days, hold the Ctrl key down when selecting additional days.  Be sure to select the other qualifying option such as “Every Week” (default) or “1st Week”, etc. before clicking the “Submit” button. After submitting the event reservation, Scheduler returns you to the “Create” screen so you can input additional events.  Return to the room Calendar by clicking the yellow box that says View Calendar.

Searching

Room for an Event

Go to the bottom of the calendar page and click “Search.”  Another window will pop up where you can enter a single word of text to search for and the beginning and end dates of the search range.

For an Empty Time Slot

Go to the bottom of the calendar page and click “Time Slot.”  Another window will pop up where you can input the desired date,  input the desired start and end times and check off the various room calendars that are to be checked.  Calendar names are formed as follows: Bldg#rRoom#.  Ka Lama 206B would be 249r206b.  Conference rooms and SkyBridge rooms have the room number replaced with “conf” and “sky”, respectively. (Ka Lama Conference Room would be 249rconf; SkyBridge would be 224rsky.)