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NY Scheduling: Updating Rooms

Overview

Review your list of Rooms. New Rooms can be added if needed, but do not delete old Rooms until after Scheduling Rollover. Your Room list is shared between Next Year and Current Year and you do not want to delete a Room into which current Classes are scheduled.

Editing Rooms

1. Start here: Setup > Lookup Tables > Room. Highlight the Room you want to edit in Group Manager

2. Click Room Information if the display does not default to it, then Click Edit. Tip: To see which Classes are currently scheduled into this Room, Click Show Schedule, at bottom, left.

3. Make needed changes, then Click Submit.

Adding Rooms

1. Start here: Setup > Lookup Tables > Room​

2. Click Add

3. In the Room Name  field: Enter a Room name or number.

4. In the Ideal Capacity  field: Enter the Room capacity -- how many Students would you ideally  want in a Class in this Room ?

5. In the Absolute Capacity  field: Enter the maximum  number of Students allowed to be scheduled into this Room. 

Note: This becomes a Room's absolute limit, regardless of the Course or Class capacity.

6. Add a comment, if desired, in the Comment box.

7. To assign an optional Room Type, Click Room Type. For example: Math Lab or Music Room. If the Room Type you desire is not listed on the picklist, it can be added here: Setup > Lookup Tables > Room Type.

8. Click Submit.

Board Builder (optional)

1. Start here: Setup > Lookup Tables > Room.​  Highlight the Room you want to edit in Group Manager

2. Click Board Builder.

3. Click Edit

4. To assign a Department to this Room, Click Department and choose the one you want from the picklist. If the Department you desire is not listed on the picklist, it can be added here: Setup > Lookup Tables > Department.

5. To ensure this Room is among the Rooms considered for specific Courses, Click Add Course, choose the one(s) you want from the picklist, then Click Select. Tip: To see which classes are currently scheduled into this Room, click Show Schedule, at bottom, left

6. Click Submit.

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