Location Availability on Calendars

[brandt.malone]

Hello everyone,

I'm working to utilize the calendar a lot more in my local ward, and want to ensure everyone using it understands both how the system is designed and how to use it properly.
For context, I am in a building shared by 2 wards.
I am also in the bishopric, with the additional roles of Building Representative and "Scheduler - Building 1." This might be overkill for what I am trying to accomplish, but those roles / callings were added just to make sure.

A few questions, and I can share screenshots if needed that show what I see on my end.

1. Should users have the ability to see events scheduled in our ward building via the Location checkbox, regardless of the ward?
Example: I schedule a Trunk or Treat for Saturday, October 25th, and select our ward building in the Location area (Location: Church Facility → Ward Building), can the other ward see this on their calendar if they have the Ward Building checked in the Location field?

2. I tried to schedule a future event and reserve my Building Location this morning. It looked like the building was free. However, after going through the process of entering the scheduling information via a New Event, I received a pop-up that there was a scheduling conflict with this location. Should I have seen that on the location calendar?

3. There is another building location that houses 2 wards and a branch. When I select their building location as the only viewable calendar, I can see all their events for that building, as well as the details, including who the event was owned by. Is this how the system is supposed to operate?
* Note: This is a very convenient way for me to quickly and proactively see who is in the building and what rooms have been reserved instead of attempting to blindly schedule an event and learn that it is previously booked by another ward or group.

Thanks so much - I can provide screenshots if needed to assist in visualizing what I'm seeing and trying to accomplish.

[russellhltn]

I am also in the bishopric, with the additional roles of Building Representative and "Scheduler - Building 1."

The calling of Building Scheduler doesn't grant any rights as there's no connection between "Building 1" and a building in the calendar. Someone in the stake will have to assign you as a Building Scheduler in the calendar system itself. But that doesn't change any of the answers below.

1. Should users have the ability to see events scheduled in our ward building via the Location checkbox, regardless of the ward?

Yes. As long as we're talking about the webpage. Last I checked, the location calendar doesn't work in Member Tools.

2. I tried to schedule a future event and reserve my Building Location this morning. It looked like the building was free. However, after going through the process of entering the scheduling information via a New Event, I received a pop-up that there was a scheduling conflict with this location. Should I have seen that on the location calendar?

Yes.

3. There is another building location that houses 2 wards and a branch. When I select their building location as the only viewable calendar, I can see all their events for that building, as well as the details, including who the event was owned by. Is this how the system is supposed to operate?

Correct.

[brandt.malone]

Thanks for your responses, Russell. I'm glad you confirmed what I was thinking.

Based on those responses, I am wondering if the building listed in the Locations area of our calendar was incorrectly set up as a custom building location, and this is the reason why I'm not able to see other events on the location calendar?

[russellhltn]

I am wondering if the building listed in the Locations area of our calendar was incorrectly set up as a custom building location, and this is the reason why I'm not able to see other events on the location calendar?

I'd expect the name of the location calendar to match the name of the location when you tried to create the event. If there's two locations with confusingly similar names, that could be an issue.

By any chance, is there any cross-stake issues with the location? Perhaps it's "owned"/managed by a different stake, or your records are in a different stake?

[brandt.malone]

By any chance, is there any cross-stake issues with the location? Perhaps it's "owned"/managed by a different stake, or your records are in a different stake?

I don't believe so. We're the only stake using this building, and the ward / building I am assigned to is only assigned to this stake.

I'd expect the name of the location calendar to match the name of the location when you tried to create the event. If there's two locations with confusingly similar names, that could be an issue.

This is my working theory, based on your responses and how the tool is supposed to act. I'm worried that there are 2 locations listed and the system is getting confused. It sounds like this is something I would need to work with the Stake Facilities Rep to understand why it's not displaying the data I intended to see.

[russellhltn]

I'm worried that there are 2 locations listed and the system is getting confused.

I doubt if the system is confused. It would cause user confusion. If there's two, you should be seeing both.