Viewing Location Availability in 25Live
Learn how to search for an available space for your event by using the Location Availability Grid.
Jillian Coggeshall
11 steps
57 seconds
Collegenet
Availability Grid Tour
1
The Availability Grid for Wilson Hall
The Availability Grid shows dates on the left and the times on the top of the grid. Hovering over an event can show some quick information about it. - Green events are events in that space. - Orange events are in nearby spaces that may prevent you from holding your event. For example, we likely wouldn't schedule competing events in Wilson and the Center Gallery, since the Gallery is also the entrance to Wilson. - Striped events are requested but not reserved in that space yet (not pictured). - The lighter shade before and after some events is the pre- and post- event time requested (e.g. 30 minutes to set up before the event and 15 minutes to clean up after).
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Settings: - **Include Requested** (red) - Be sure to check this box! This shows events that have been requested but not yet scheduled by Event Management. Scheduling is primarily first-come-first-served (with some exceptions), so it's best not to select a space that's already been requested. - **Date** **Picker** (orange) - The availability grid shows 31 days on the left axis, starting with today at the top. If you want to see a different 31 days, select the new top date using the date picker. - **Select Days** (blue) - This controls what days of the week that show in the grid, but still only 31 calendar days from today. For instance, if you want to know what day of the week is best for a weekly meeting in a particular space, you can choose to only view the days under consideration. - **Refresh** (pink) - This refreshes the availability grid, while keeping the start date that you've selected. You can also refresh your browser to update the grid, but that method resets the date and takes a bit longer. - **Hours slider** (purple) - This controls what hours of the day are displayed along the top of the grid.
25Live remembers some of your settings. If you use the 'Select Days' option, 25Live will still only show you those days the next time you look at a location availability grid. To reset it, click 'Select Days' and check all the day boxes. On the plus side, the 'Include Requested' box only needs to be checked once.
Searching for a Location
There are several ways to search for an available room for your event. The Availability Grid gives you the option to search for a location and/or time before getting to the Event Form.
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To access the Locations search, you can - use the 'Search Locations' box by entering a keyword, - select one of your starred locations, or - click 'Go to Search' and either enter a keyword or choose a saved search. A 'keyword' is part of the space name or code, or the building name or code (e.g. "Wilson" or "McCullough" when searching for MCC Floor/Wilson Hall).
Tip: The search function is flexible and forgiving, so you can be somewhat creative with your searches. Examples: - You can narrow your results by searching "MBH 2" or "Bi Hall 2" for spaces the second floor of Bi Hall. - Searching "Wilson floor" will still return MCC Floor despite the two words of the search being in different fields. For more search tips, check out the 'Using Searches' guides on the 25Live Help page of the Event Management website.
Viewing One Location
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Select the location you want to view from the results.
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Switch to the Availability Grid by clicking '**Availability (Daily)**'
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Tip: You can quickly select an available day/time by clicking and dragging on the grid. The Event Form will open with that date, time, and location selected. (This method can't be used when requesting a time during a blackout. Instead, you'll need to use the 'Event Form' link at the top of 25Live.)
Viewing Multiple Locations
7
If you want to see the availability of several locations at once, search a broad keyword (like below) or select a saved/public search. From the results page, click the 'Availability' view.
8
This view shows the availability of several locations for one day (vs. one location for many days shown in the previous section). The locations are on the left and the times are on the top. The date picker defaults to today but you can choose any date.
9
Tip: During a blackout, 25Live doesn't allow users to select a day/time from the availability grid. Instead, you'll need to go through the 'Event Form' link at the top of 25Live.
Other Location Views
10
The **Availability (Weekly)** view shows the same availability information, but as a weekly calendar. The times are on the left and the days are along the top. You can control the dates and number of weeks being viewed. Some users prefer this view due to it's familiar layout. Otherwise, it's much the same as the Daily view.
11
A location's **Calendar** view provides another method of seeing events scheduled in a space. You can increase the number of weeks being viewed to see a true calendar. This is not considered an availability view since it doesn't show the available time slots.
In the Calendar view, be sure to check 'Display Additional Time' or you won't see the pre- and post- event time that's been reserved! For example, without the box checked the Tuesday event in the screenshot above would show as 7-8:30pm. So, you may think that you can fit your event in before that from 5:30-6:30pm. However, with the box checked, you can see that their reserved time actually starts at 6pm.
Viewing Location Availability in 25Live
Learn how to search for an available space for your event by using the Location Availability Grid.
Jillian Coggeshall
11 steps
57 seconds
Collegenet
Availability Grid Tour
1
The Availability Grid for Wilson Hall
The Availability Grid shows dates on the left and the times on the top of the grid. Hovering over an event can show some quick information about it. - Green events are events in that space. - Orange events are in nearby spaces that may prevent you from holding your event. For example, we likely wouldn't schedule competing events in Wilson and the Center Gallery, since the Gallery is also the entrance to Wilson. - Striped events are requested but not reserved in that space yet (not pictured). - The lighter shade before and after some events is the pre- and post- event time requested (e.g. 30 minutes to set up before the event and 15 minutes to clean up after).
2
Settings: - **Include Requested** (red) - Be sure to check this box! This shows events that have been requested but not yet scheduled by Event Management. Scheduling is primarily first-come-first-served (with some exceptions), so it's best not to select a space that's already been requested. - **Date** **Picker** (orange) - The availability grid shows 31 days on the left axis, starting with today at the top. If you want to see a different 31 days, select the new top date using the date picker. - **Select Days** (blue) - This controls what days of the week that show in the grid, but still only 31 calendar days from today. For instance, if you want to know what day of the week is best for a weekly meeting in a particular space, you can choose to only view the days under consideration. - **Refresh** (pink) - This refreshes the availability grid, while keeping the start date that you've selected. You can also refresh your browser to update the grid, but that method resets the date and takes a bit longer. - **Hours slider** (purple) - This controls what hours of the day are displayed along the top of the grid.
25Live remembers some of your settings. If you use the 'Select Days' option, 25Live will still only show you those days the next time you look at a location availability grid. To reset it, click 'Select Days' and check all the day boxes. On the plus side, the 'Include Requested' box only needs to be checked once.
Searching for a Location
There are several ways to search for an available room for your event. The Availability Grid gives you the option to search for a location and/or time before getting to the Event Form.
3
To access the Locations search, you can - use the 'Search Locations' box by entering a keyword, - select one of your starred locations, or - click 'Go to Search' and either enter a keyword or choose a saved search. A 'keyword' is part of the space name or code, or the building name or code (e.g. "Wilson" or "McCullough" when searching for MCC Floor/Wilson Hall).
Tip: The search function is flexible and forgiving, so you can be somewhat creative with your searches. Examples: - You can narrow your results by searching "MBH 2" or "Bi Hall 2" for spaces the second floor of Bi Hall. - Searching "Wilson floor" will still return MCC Floor despite the two words of the search being in different fields. For more search tips, check out the 'Using Searches' guides on the 25Live Help page of the Event Management website.
Viewing One Location
4
Select the location you want to view from the results.
5
Switch to the Availability Grid by clicking '**Availability (Daily)**'
6
Tip: You can quickly select an available day/time by clicking and dragging on the grid. The Event Form will open with that date, time, and location selected. (This method can't be used when requesting a time during a blackout. Instead, you'll need to use the 'Event Form' link at the top of 25Live.)
Viewing Multiple Locations
7
If you want to see the availability of several locations at once, search a broad keyword (like below) or select a saved/public search. From the results page, click the 'Availability' view.
8
This view shows the availability of several locations for one day (vs. one location for many days shown in the previous section). The locations are on the left and the times are on the top. The date picker defaults to today but you can choose any date.
9
Tip: During a blackout, 25Live doesn't allow users to select a day/time from the availability grid. Instead, you'll need to go through the 'Event Form' link at the top of 25Live.
Other Location Views
10
The **Availability (Weekly)** view shows the same availability information, but as a weekly calendar. The times are on the left and the days are along the top. You can control the dates and number of weeks being viewed. Some users prefer this view due to it's familiar layout. Otherwise, it's much the same as the Daily view.
11
A location's **Calendar** view provides another method of seeing events scheduled in a space. You can increase the number of weeks being viewed to see a true calendar. This is not considered an availability view since it doesn't show the available time slots.
In the Calendar view, be sure to check 'Display Additional Time' or you won't see the pre- and post- event time that's been reserved! For example, without the box checked the Tuesday event in the screenshot above would show as 7-8:30pm. So, you may think that you can fit your event in before that from 5:30-6:30pm. However, with the box checked, you can see that their reserved time actually starts at 6pm.
