Calendars > Resource Calendars




Resource Calendars (Beta)

 Resource Calendars allows the viewing, management and sharing of your organizations resource calendars in one simple interface as opposed to accessing each one. You can view & manage individual events on them as well without actually needing the calendar added to yours or the calendar interface. We will go through and detail each section for you, below is the main page you will see. 

 Viewing Resource Calendars:

 Within the main page you will see Calendars chosen as the default item, we will cover the other options shortly. For now however lets see how to view your organizations resource calendars. 

    To the right of the Calendars option you will see an "Search Calendars" field this is where you can begin searching for an resource on your domain. 
The search function as you can see above does also utilize type ahead. So an simple click on an suggested name will take you straight to that calendar. Or you can type out the name then utilize the magnifying glass to the right to search. 
You will see an "Sort Resource Calendars" option as well, this will sort them A - Z. 

Create a Resource Calendar:

 From the main page of Resource Calendars, you will see an addition sign in the upper right hand side. Click the icon to begin creation of an new resource.

 This will bring you into the creation menu, this is where you will setup the resource. Any required field is marked via an asterisk, the "Auto-generated resource name" is not actionable. Instead it is an system created name based off of the fields set, each field is defined below:  
  • Auto-generated resource name: System generated name of the resource, this can be the same as the "Common name". However changes depending on whether or not an Building, Floor/Section, or Capacity is defined.
  • Category: Category in which the resource belongs, there are 3 available categories. Each one equates to an category required to be set by Google, these are defined below. 
    • Category Unknown: Used for Legacy resources, those in which you do not wish to have an Building, Floor or features set. Equates to Googles "No category set".
    • Conference Room: Used for resources attached to an device or physical meeting room. These will associate with an set Building, Floor and section. Equates to Googles "Meeting space".
    • Other: Used for movable resources, these you may choose whether or not to have an set Building, Floor or section. Equates to Googles "Other Resource".
  • Resource Type: User defined field, this is an additional field that is optionally set to provide more details about what the resource is. I.E. If the resource is an movable station, you could input "Mobile cart".

  • Building: This will be the section to choose what Building you would like to associate the resource with.

  • Floor: What floor of the building set does the resource reside on.

  • Floor Section: User defined field, to better describe what part of the floor the resource resides on. I.E. If the resource is in the media lab on floor 4, you could input "Media Lab".

  • Resource Name: User defined name of the resource, this is what the resource will appear as.

  • Capacity: User defined optional field in which you can list the capacity of an resource. Typically used for meeting rooms.

  • Features: Choose to list pre-defined features for the resource. These are not created here, they are instead created within the "Features" module.

  • User visible description: Define an description of the resource that users off of your domain, invited to an associated event can see. Think of this as an "Public" description.

  • Internal Description: Define an description that only internal users can see. 
Once each field is filled out to your liking, click "Add resource" at the bottom to create it officially.


 Editing an Resource Calendar:

 If you need to edit an resources attributes, you can do so by searching/selecting the resource in the same method as above in "Viewing Resource Calendars". With the desired resource selected you will notice a few new fields in addition to those we've already covered. These are non-actionable fields and are defined below: 
  • Public Email: Email address of the device, utilized for inviting the device to an meeting. As opposed to selecting it as an "Room". 
  • Resource ID: Unique string utilized with API's to represent the device.
 The other attributes may be edited to your desired needs, to begin editing simply click into the desired field or choose from the appropriate drop down, Be sure to save any changes made to the resource in the upper right hand by clicking the "Floppy disk" icon.

 Delete an Resource Calendar:

 To delete an resource calendar, you will first search for the desired one via the search much like when viewing or editing an resource. Once the desired one is selected, navigate to the upper right hand and you will see the "Trash can" icon. Simply click the icon to begin   deleting the resource.
 On the following confirmation screen. review your selection and click Delete to confirm.

 Sharing & Visibility changing of Resource Calendars:

To share a calendar with other users or change the calendar's visibility level, begin by selecting the calendar much in the manner we did above with "Viewing Resource Calendars". Except this time, towards the middle of the screen you will see "Sharing" under calendars. Click sharing to select it and you will see it highlight red. 
 With that selected you will now see the sharing and visibility details of the resource calendar on the left hand side. Detailed below is each actionable field, then as well the behavior and options associated. 

  • Calendar Domain visibility slider: There are two options for visibility of an Resource for the domain. Either it is not shared or it is shared to the Domain, this means any user within the domain can see/add the calendar. The level of what they can see within events scheduled is determined by the access drop down to the right of the slider.
    • See only Free/Busy: Users with this resource added can see events booked but not the details of them. It simply shows as "Busy" to those without an direct share or invite to the events.
    •  See All Event details: Users with the resource added can see all event details of any booked on the resource, even if they were not invited.
  • Calendar Publicity Slider: There are two options for this as well, either the Resource can be shared publicly or it cannot. "Publicly" means that the calendar can be added by users outside your domain. The level of what those outside users can see is determined by the access drop down as above.
 Below the visibility sliders you will see an "Quick Add" option. This is where you can quickly add an specific share for an specific user or group. First select whether you're wanting to add an user or group as an share on the resource, do this by choosing the option between the type ahead and Free/Busy drop down. Once chosen begin typing in the search field and select from the type ahead or type the enter email address/group name. 
 Once you have your user or group selected, you can quickly add them with the Free/Busy permission via the addition sign. In order to add them with an permission other then Free/Busy you will need to select it from the drop down arrow. The options are explained below: 
  • Free/Busy Viewer: Users with this resource added can see events booked but not the details of them. It simply shows as "Busy" to those without an direct share or invite to the events.

  • Viewer: Users can see all details of events scheduled on the resource, including invitees & event description.

  • Editor: Users can see all details and edit the events scheduled even if they are not the owner of said event.

  • Owner: Users can see all details and edit events. Then as well they can edit the resource itself, such as the sharing and visibility permissions.
Once the desired user or group is added, the correct permission chosen. Add the share via the addition sign to the right of the drop down, and be sure to save in the upper right hand side.

Resource Events:

Now that we've covered the overview and sharing, there are two more available modules for an Resource calendar. First we will cover viewing and taking action on events scheduled on the chosen resource. On the main page, where we chose the "Sharing" module you will now choose "Events" once within events. You will see the view change to represent an monthly calendar, in which you will see the individual events listed. 
   Creating Events:
 From this view you can easily create and schedule events on the resource. There are two ways to schedule events from this view, begin by clicking on an available date/time.
  • Quick Creation: To quickly create an event with just an title, input the desired title in the "What" field shown, then "Create Event".
  • Full Creation: To fully schedule out an event, whether it be new or a quick one created earlier. Click the 'Edit Event" shown. 
 Whether you're creating an new event or editing an quick event, you will see the same event creation menu. Which the fields are detailed below:
  • Event Name(Untitled event): Input the desired name of the event.

  • Date Range selector: Specify the desired date and time range, if you would like to schedule the event for all day. Check the " All day" check box, you will see the time range disappear.

  • Add Guests: Type in the desired invitees email address, if they are internal you will see them appear in an type ahead fashion. Be sure to click the "Add" to the right of the field. 

  • Details(Location): Set an physical location for the event, as in County, State, etc. This follows an format of County, State, Zip, Country. But you can enter just County, State, as long as Google recognizes it as an location. 

  • Details:(Description): List an desired description for the scheduled event.
 Once the event is created to your liking, be sure to click "Save"(Floppy disk Icon) in the upper right hand.
 In addition to saving, you will see two additional icons, an "X" icon and a "Trash can" icon. If you'd like to discard the changes to the event simply choose the "X" icon. Then if you'd like to delete the event out right, choose the "Trash can" icon. This will not prompt for confirmation so please be sure you would like to delete the event.

Viewing & Editing Event Details:

 To view an events details, simply click on the desired event within the view. You will see some event details such as the creator and when the event is scheduled for. To see the full details you can click the "Edit event" then as well to delete you can simply choose the "Delete" option. Just keep in mind this will not prompt on deletion.
 Clicking on "Edit Event" you will see the familiar fields we covered in the "Creation menu" in creating events. Click on the desired field to edit the event, then save once more in the upper right hand.

 Resource History:

 The last option within the Calendars Module, is "History" this is where you can see a specifically filtered log view for the selected resource. To begin click the history item and it will highlight red, you will then see the "Filter" view.

As you can see, the filtered view auto-selects the specific resource selected and the current date. 
  • Date: Date the action was performed.
  • Performing User: The user in which took the action(s).
  • Action: Description of what the action(s) taken were.
  • Module: The module of the app in which the action took place.
  • Target: The 'Target" or destination of the action(s).
 If you would like to remove the pre-selected filtering, you can do so with the "Clear Filters" item. Then as well with the "X" next to the attribute highlighted yellow. 
 To add additional filtering for the resource, you can do so by selecting one of the applicable fields from the "Select filter type" which is represented via upside down pyramid.
  • App Log Type: Type of application log to pull/query. 
  • Performing User: Search for the user in which performed the action(s).
  • Target: The Target item, item in which the action was taken on.
  • Start Date: The day the action began/occurred, or the beginning of the time frame chosen.
  • End Date: The day the action ended, or end of the time frame chosen.
  • Module: The module of gPanel you would like to search for an log in. 
  • Role Permission: Search based on specific admin permissions for actions applicable to them.
Once you have the desired filters chosen, then added via the addition sign to the right. Or simply want to utilize the pre-populated ones, do so by simply clicking the magnifying glass to the right as well.
 You will then see the operation running and logs begin to populate underneath.
 Once the log is finished, it will state as such. You can then scroll and view the logs pulled for the information desired. You can also click into an log line item to view the details in an specific view.
 You can export these logs as well instead of simply viewing. To do so, click the "Down arrow" icon in the upper right hand side. 
 You will then see an prompt appear letting you know the logs have been exported to an sheet within your Drive. Click the "Here" hyperlink to quickly access the exported sheet.


 Creating Buildings:

 We've previously mentioned buildings earlier in our covering of editing resources as it is an actionable field. Now here is where we can create those Buildings. Begin by choosing the "Buildings" option below calendars on the left hand side. Once chosen you will see an addition sign in the upper right hand corner. Click the addition sign to pull up the building creation prompt:
Within the building creation prompt you will see several fields to set. These are detailed below: 
  • Building Name: The desired name of the building.

  • Building ID: Unique identifier for the building, to be utilized with taking actions via API's. This is permanently set and cannot be changed after creation.

  • Building Description: Desired description for the building, the building description does not appear when booking an event on the resource underneath.

  • Lowest to Highest Floor: Floors within the Building, this does not necessarily have to be an number. I.E. If your Buildings floors are represented by letters you can input A,B,C instead 1,2,3. 

Once each field is set to your liking, you will click "Create" in order to officially create the resource.
That's it for creating Buildings! You will then see the building appear on the left hand side. 


 Editing Buildings:

 To edit buildings you will follow the same path as mentioned in creation of them. You will see "Buildings" under Calendars and it will highlight red once chosen. Now within buildings you can search in the middle left column in which shows your existing buildings. This utilizes Type ahead, you can also run the search via the magnifying glass. To edit an building begin by selecting it from that middle column:
 In addition to the search, you may sort these by A - Z utilizing the 3 horizontal lines next to the magnifying glass.
As you see when selecting the Building those same attributes appear as in creation. This time however the ID is not actionable as it was permanently set upon creation and "Building Name" becomes "Common Name". To edit an field, simply click into the box and begin typing. 
 Once the desired changes are made, simply save in the upper right hand side!

Deleting a Building:

 You can delete an building by first finding it within your Buildings either via the search, click to choose the building so that it highlights red. Then click the "Trash Can" icon in the upper right hand. 
You will then be prompted to confirm deletion, and that's it!

 Creating Features:

You can add features to your resources for each room now as well a feature is an attribute added to an room to let people know what kind of meeting/equipment is within. To add features that then can be added to the rooms themselves, first ensure you're within Features on the left hand side.Then you will click the addition sign in the upper right hand to begin creating an Feature. 
 You will see an Prompt with "Feature Name" this will be the desired name of the feature to be added. I.E. If the room utilizes tablets you can put "Tablets" as an feature to the room. Once the desired name is added simply click "Create" 


 Searching for Features:

 Search for features by going to the search bar above the features list and typing the Feature name. The name populates as you type or you can click the magnifying glass icon.
 Then as well you can sort your features by A - Z, utilizing the the 3 horizontal lines next to the Magnifying glass.
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 Deleting Features:

You can delete a feature by first selecting the one desired for deletion. Then clicking the trashcan in the upper right hand.
 You will then be prompted to confirm deletion. Click "Delete" to officially delete the feature.

 Resources By Building:

This allows an "Dashboard" of sorts for your buildings and the resources underneath. You will see all your buildings then as well be able to break them down to their resources in which you can also edit directly from this as well. In this view editing, viewing and creating resources is a bit different then what we've previously discussed.

To view your buildings within this view they will be presented in the same middle left column, in addition to the same search and sortation options you will see two new icons.

Addition sign: to create new buildings straight from this view. There is nothing different in the actual creation of them here, so please so above for full guide on creation.
Refresh icon: This will refresh the list of buildings you see within the view. Encase you recently created one and did not see it populate, this refreshes the view to ensure it is properly there.
Within this view, you select an building by clicking on it and it highlighting red. You will then see on the right hand side all the resources nested under that building currently within columns. The column headers are detailed below: 
  • Calendar Name: This is the same as the Resource name given upon creation and can also be referred to as the "Common Name"
  • Type: The type of resource set within the resource details and upon creation this would be "Resource Type". 
  • Building: The building in which the resource resides under.
  • Floor: The floor given/listed for the resource within the building.
  • Features: The features set for the resource within its details.
 With an building selected to create an new resource directly underneath you will choose the addition sign in the upper right hand. This will be the same menu as when creating an resource via the "Calendars" module covered earlier.

 Now that you have an building selected and either resources created or previously ones listed for the building. You can select one or multiple resources to take action on at one time, check the box next to the name of the resource or check the "All" box next to "Calendar Name"
 Once the desired resource(s) are selected then you will see then "Pencil" icon representing the edit function.

 Note:That if multiple are selected you will not be able to edit and only delete.
 
This will bring up the edit menu for this view, it is the same details as if you were editing the resource directly from the calendar module. Be sure to save any change made in the upper right hand corner!
 You can discard your changes or go straight back to resources via the "X" icon & the "Sideways arrow" icon. Then as well you can kick off an page refresh with the "Circular arrow" icon.
 Once back in the resources for the building chosen, there is one more option to cover which is deletion of resources in this view. Select an resource using the check box next to an individual one, or choose the "All" like we did when editing an resource. Then click the familiar "Trash Can" icon. 
You will then be prompted to confirm deletion.Click "Delete" to officially delete the selected resource(s).

  That is Resource Calendars! If you encounter any issue or have any questions this did not answer, please reach out to us at support@promevo.com