Managing Locations
| Required functional security Functional security required to add, edit, copy, and delete locations: • Locations: Location Access = Can view, edit, and create, Locations tab appears in 25Live • Locations: Location Delete = Can delete |
Manage Locations task tab
Use the Manage Locations task tab to:
• Add new locations
• Copy locations as the basis for creating new locations
• Edit locations one by one or multiple locations simultaneously
• Delete locations one by one or multiple locations simultaneously
Guidelines for adding a location
• Only Location Name and Max Capacity are required to add the location.
• Because the location name or formal name (depending on which has been specified in the 25Live Configuration Utility) appears in event web calendars you publish using the 25Live Publisher, make sure these names would make sense to the general public and comply with your location naming conventions.
• You may want to review your Location Layouts, Features, and Categories master definitions and possibly add new items to them for selection here. Having good groupings can greatly assist 25Live users in searching for locations and in the 25Live Pro Event Form. See
“Managing location master definitions” • When selecting layouts for the location, you can also specify the capacity of the location in each selected layout (the maximum capacity is entered by default) and/or the fill ratio you want to achieve in each selected layout. You can also enter layout instructions and select layout photographs and diagrams from your image directory.
• If you’ll be scheduling the location using the Schedule25 Optimizer, select the Partition of the location and, optionally, enter a Fill Ratio (default seat fill ratio) for the location. See the Schedule25 Optimizer User Guide, accessible by clicking Help, for information on how the Optimizer uses partitions and fill ratios in its class placement process.
• You can specify a Location Scheduler to automatically route new events that request the location to that scheduler.
• When selecting features of the location, you can also specify the quantity of each feature in the location.
• When selecting attributes of the location, specify the value of each.
• If you’ll be using X25, provide values for the X25 custom attributes. When X25 functionality is installed, these attributes are automatically added to the Location Custom Attributes master definition and made available for entry here.
• X25 Assignable Area (required)
• X25 Building (required)
• X25 Owner Organization (required)
• X25 Floor Number (optional)
.
• Make sure to specify the hours of availability of the location to prevent unauthorized 25Live schedulers and the Schedule25 Optimizer from assigning the location to events outside the defined hours.
• Define blackout dates of the location as needed for dates/times the location is unavailable for assignment.
Adding a location
1. With the Manage Locations task tab selected, click the ADD icon to go to the Add Location page.
Note: You must scroll down to see all the location information you can specify.
2. Enter the location name (required) and, optionally, the location formal name and/or any comments.
3. Enter the maximum capacity of the location (required) and, optionally, a fill ratio.
4. If you plan to use the Express Scheduling features of 25Live Scheduling, click Enable Express Scheduling, choose an Event Type, and optionally enter a Maximum Event Duration.
5. Check each layout the location can be configured in. Optionally, for each layout enter the maximum capacity, fill ratio, whether or not that layout is the default, and/or layout instructions. Select layout photographs and/or diagrams from your image directory as needed.
6. Enter any default setup instructions for the location.
7. If you’ll be scheduling the location using the Schedule25 Optimizer, choose the partition the location is in.
8. To specify a Location Scheduler to automatically route new events that request the location to that scheduler:
• Click Add a Scheduler.
• Do a simple name search for the scheduler.
• If more than one name is returned, select the scheduler.
Note: You must also configure security groups to use the scheduler specified for the location. For information, see the 25Live Configuration Utility documentation.
9. Check the location’s features and the categories it belongs to.
10. Check the custom attributes that pertain to the location and enter or select the appropriate value for each.
11. Enter the hours of availability (open/close hours) of the location for each day of the week. To close the location for an entire day, click the Close button for that day.
12. Define blackout dates of the location as needed. To define a blackout date:
• Click New Blackout.
• Enter the blackout date/time and end time (and if the time span of the blackout is greater than 24 hours, click the link
icon and enter the end date).
• If the blackout repeats, select and define the repeating pattern using the pattern definition controls.
Note: Repeating patterns are limited to 7 years, and long repeating patterns can slow the system. Simple blackouts using a single occurrence from Date A to Date B are more efficient and recommended.
13. Define the relationship of this location to other locations as needed.
• Click New Relationship.
• Select the kind of relationship (also assign, blocked by, close to, divides into, or subdivision of). See
“Location relationships” • Select the location that has this relationship.
14. Specify the object security, assignment policy, and/or notification policy of the new location. See the 25Live Security Administration Guide, accessible by clicking Help, for information on performing these tasks.
15. Click Add Location.
Copying a location
1. With the Manage Locations task tab selected, click the COPY icon to go to the Add Location via Copy page.
2. Find the location you want to copy by simple name search, alphabetical index, grouping, or saved or public search.
Note: Selecting “All Locations” is not recommended because of the large amount of data that could be returned.
3. Highlight the location you want to copy, then click Copy.
4. Change the name of the location.
5. Edit other information for the new location as needed. Click the “EDIT” link to expand sections that are closed.
6. Modify the object security, assignment policy, and/or notification policy of the new location as needed. See the 25Live Security Administration Guide, accessible by clicking Help, for information on performing these tasks.
7. Click Add Location.
Editing one or more locations
1. With the Manage Locations task tab selected, click the EDIT icon to go to the Edit Locations page.
2. Find the location(s) you want to edit by simple name search, alphabetical index, grouping, or saved or public search.
Note: Selecting “All Locations” is not recommended because of the large amount of data that could be returned.
3. To edit selected locations in the displayed list, highlight the location(s) and click Edit Selected.
To edit all the locations in the displayed list, click Edit All.
Locations you have permission to edit have a “Yes” in the Can Edit? column of the location list.
| If you choose to edit multiple locations, be aware that all and only the changes you make will be applied to all the locations you select for edit. When in doubt, edit locations one at a time. |
4. If you selected one location, edit its information as needed. Click the “EDIT” link to expand sections that are closed.
If you selected multiple locations, check the box of each data section you want to edit, and change the information as needed. You must scroll down to see all data sections.
5. Modify the object security, assignment policy, and/or notification policy of the location(s) as needed. See the 25Live Security Administration Guide, accessible by clicking Help, for information on performing these tasks.
6. Click Save Changes.
Deleting locations
| Consider carefully before deleting locations, because when you do the locations are completely removed from your Series25 database, including all past actions taken on the locations (assignments to events, information edits, and so on), who performed them, and when. All information about the locations, both past and present, no longer exists. |
1. With the Manage Locations task tab selected, click the DELETE icon to go to the Delete Location page.
2. Find the location(s) you want to delete by simple name search, alphabetical index, grouping, or saved or public search.
Note: Selecting “All Locations” is not recommended because of the large amount of data that could be returned.
3. To delete selected locations in the displayed list, highlight the location(s) and click Delete.
To delete all the locations in the displayed list, click Delete All.
4. Click Delete Location to confirm.
5. To delete other locations, click Delete Another Location. To return to the Manage Locations page, click Start Over.
