How to Configure the Diary Module

Diary Administrators can use this guide to;

Configure the Diary Module
Manage Room Exclusions
Manage Event Types
Manage Time Picker Times
Notifications

Access: The minimum permissions required to access Configurations can be found in the Diary module from within Config > Setup > Roles & Permissions.

See also Diary for other guides and Office 365 Integration Guide for information on how to configure your MIS Diary to Office 365.

From the Home Screen choose Config>Diary>Configurations

Configure the Diary Module

Use this function to Limit Booking Requests to a specific number of days, Automatically Allocate Room Booking and Equipment Requests, Disable the Recurrence Option for Booking Requests and Enable Notifications for Room and Equipment Bookings.

Limit Booking Requests: Tick to make the number of days editable.

For example, Limit Booking Requests to 7 days will mean that staff will be unable to make booking requests for Equipment or Rooms for more than 7 days in advance. Note: This does not affect Parents Evening Bookings.

Click Save.

Automatically Allocate Room and Equipment Bookings. Selecting these options will mean that where the Room or Equipment is available and a Staff Member submits a booking request it will be automatically Allocated, or where the Room or Equipment is not available it will be automatically Declined. Leaving these unticked means that someone will need to monitor the bookings and manually Allocate or Decline the bookings as required.

Disable Recurrence Options for Booking Requests in School Diary page.

Ticking this option will Disable the Recurrence Option when accessing the School Diary Page and selecting either New Room Booking or New Equipment Booking.

If you make any changes in this section ensure you click Save.

Manage Room Exclusions

Use the Room Exclusions panel to exclude Rooms from being booked in Room, Equipment, Events and Parents Evening Requests. This can be used if for example a Room is out of use.

Note: The Rooms visible with Room Exclusions are created and managed within Config>Administration>Rooms.

Click New to create a new Room Exclusion.

Type the Room Name(s) into Room Name Box.

Select at least one exclusion, in this example Annex 2 has been excluded from Room, Equipment and Event Requests but is still available for use for Parents Evenings.

Click Save.

Click Edit or Delete to Edit or Delete a selected Room Exclusion.

Click Save if editing any information.

Manage Event Types

An Event Type must be completed when making a New Event booking from the School Diary Page. Choose the Audience within an Event Type to define who can see a certain Event Type.

From the Home Screen choose Config>Diary>Configurations to view the Manage Event Types Panel.

Click New to Create a New Event Type or choose an Event and Edit to Edit an existing Event Type.

In the example above when choosing the Audience be aware that when selecting Staff this means all Staff will be able to view all Events that have the type Governor Meeting as an Event Type.

IMPORTANT NOTE RE AUDIENCE

If you want Event Types to show on MyChildAtSchool you need to select Parents in Audience
If you want Event Types to show on the Student Portal you need to select Students in Audience
Selecting All in Audience will mean this Event Type is visible to EVERYONE All Staff, All Students and All Parents

Complete the Event Type Name, Description, Colour, Tick to make Active and Audience.

Click Create.

Time Picker Times

Use this function to add times visible when making booking requests within the Diary Module.

From the Home Screen choose Config>Diary>Configurations to view the Time Picker Times Panel.

Type the time into the Add New Time (noting the format) and click Add.

To Delete a Time select the Time from the list and click Delete.

To Edit a Time select the Time from the list and click on the pencil icon on the right hand side.

Edit the Time and Click the Green Tick to Save.

Time Saved Successfully.

Notifications

Users can receive automated emails and notifications for Room and Equipment Booking Requests.

Two new checkboxes have been added to the Configuration panel. When selected, these will enable Diary Administratorsand all users who make booking requeststo receive notifications:

Enable Email Notifications for Room Bookings
Enable Email Notifications for Equipment Bookings

Important: Automated emails count towards your overall email allocation. For example, if a room booking includes three rooms, three separate bookings will be requested, resulting in three times the number of email being sent.