Active Calendar

Page: Set Up Locations

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Locations are the places where events happen. Administrators set locations up using this page. Event authors can then assign to their events the locations that show here.


Global Locations vs. Site Locations

Event Publisher supports two types of managed locations. Global Locations are created by the Tenant administrator and shared to all sites. Site Locations are created by the Site Administrator and are not shared to all sites, they are local to that specific site. This page pertains to Site Locations. Accessed by clicking this icon in site settings.



SiteSettings Locations Icon

Site Locations

Locations have a fixed structure (up to six hierarchic levels). Clicking on a location name at a given level displays the child locations associated to it (or a blank list if none exist).



Visitors can search for events based on their location. Your Calendar Site can have an unlimited number of locations, and up to six levels of child locations.

Locations are best used to group events together, so site visitors can search for events based on the place they are occurring.
  • Premium License Calendar Sites can have an unlimited number of managed locations, and up to six levels of child locations.Additionally, a Prevent double booking feature is enabled for locations.
  • Basic License Calendar Sites an unlimited number of managed locations, and up to six levels of child locations. Prevent double booking feature is not included.
  • Free License Calendar sites do not include managed locations, you can specify the location for each event as a text field only.


  • Location level 1 (parent Location)
    • Location level 2 (level 1 child Location)
      • Location level 3 (level 2 child Location)
        • Location level 4 (level 3 child Location
          • Location level 5 (level 4 child Location
            • Location level 6 (level 5 child Location


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Location Information

Locations can be configured to contain the following information.



  • Name: The name of the location that will be displayed on all front end views and in the location search fields.
  • Address 1: The first line of the street address for the location.
  • Address 2: The second line of the street address for the location.
  • City: The city of the street address for the location.
  • State: The state of the street address for the location.
  • Zip code: The five digit zip code of the street address for the location.
  • County: The county in which the street address for the location is located.
  • Country: The country in which the street address for the location is located.
  • Phone Number: The ten digit phone number for the location.
  • Active: This check box controls if a location is available for searching on the front end and for assignment to an event. Selecting this check box will allow users to select this location when creating or searching for an event. If this check box is not (selected) checked, users will be unable to select this location when creating or searching for an event, additionally the display of the location will be removed from any events that are currently published using the location.
  • Latitude: The value associated with the North/South geographic coordinate of the location.
  • Longitude: The value associated with the East/West geographic coordinate of the location.
  • Image: Upload an image or select an existing image from the media library. This image will be displayed on the Location Page.
  • Image Alt Text: Specify a text substitute for the Image when view the location page is viewed in an accessibility enabled browser.
  • Capacity: A text value that denotes the maximum seating or available space for the location. Please note: this is for reference purposes only.
  • Prevent Double Booking: A check box that when selected will prohibit calendar users from creating events which occur at the same time, or overlapping times for the location. Please note, if you user account has sufficient privileges (location administrator) you can force a double booking.

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Working with locations

Locations are displayed in a table. Clicking on a location name displays in a new page the sub-locations associated to it (if there are any). When working with Locations use the links on the right hand side of the Location name to edit, or delete Locations.


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Adding a new location

To add a new location to your site:



  1. Click the Add new location link to add a new location to the site.

  2. A new page will be displayed, which will collect the basic information about the location.

  3. Click the button titled "Save Changes" to add your location to the site.

  4. NOTE: Select the button titled "Cancel" to discard any changes and return the previous page.

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Available functions

Functions available for locations include:



  • The Look up using Google link attempts to determine the latitude and longitude of the location. This function searches the street address information fields to determine approximate latitude and longitude.

  • The ... link return you to the upper most level of the location hierarchy.

  • The location name link beside the ... reloads the current location page. It's really intended as an indicator of the current parent location.


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Adding a new sub-location

To add a new sublocation to your site:



  1. Click the Name of the Location that you wish to add a sub-location to.

  2. Click the Add Location link to add a new sub-location beneath the selected location.

  3. A new page will be displayed, which will collect the basic information about the location.

  4. Click the button titled "Save Changes" to add your location to the site.

  5. NOTE: Select the button titled "Cancel" to discard any changes and return the previous page.

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Modifying an existing location

To change a location that's already defined in the site:



  1. Click the dropdown labeled "Select". From the options select edit to enable editing the location.

  2. Change the location's information.

  3. Click the link labeled, "Save Changes" to save your change(s).

  4. Click the link labeled, "Cancel" to discard any changes and leave the edit mode.

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Deleting an existing location

To remove a location that's already defined in the site:



  1. Click the dropdown labeled "Select". From the options select delete to remove the location.

  2. In the pop-up that opens Click the button labeled, "OK" to remove the location.

  3. Click the link labeled, "Cancel" to discard and leave the delete mode.

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Prevent Double Booking

This location scheduling feature, available to our Premium License Clients, ensures that no more than one event can take place in a location at any given time. Use this feature to prevent a location from having conflicting events.


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Definition of a Double Booking

Event Publisher considers the following scenarios when checking for a double booking:



  • Requested Event Start Date/Time ≥ Existing Event Start Date/Time & Requested Event Start Date/Time < Existing Event End Date/Time

  • Requested Event End Date/Time > Existing Event Start Date/Time & Requested Event End Date/Time ≤ Existing Event End Date/Time

  • Requested Event Start Date/Time ≤ Existing Event Start Date/Time & Requested Event End Date/Time ≥ Existing Event End Date/Time

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Timeline of a Double Booking

The possible scenarios of a double booking are visually displayed below.



a graph showing all conflict detection
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Scope of Double Bookings

When evaluating the events on the calendar site for a potential double booking the following rules are applied.



  1. Both Pending Events and approved events will be evaluated for conflicts.

  2. Only events occurring at both the Exact Location, and any of its sub-locations will be evaluated for conflicts.

  3. The location "Tree" will not be evaluated up to check for conflicts. For Example, using the following structure:
    • Location A
      • Building B
        • Floor C
          • Room D
  4. When selecting Building B for an event, Floor C and Room D will be checked for conflicts. Location A will not be checked for conflicts.

  5. If using a Global Location for you event (requires a Location Scope of "Global" or "Both, Click here for additional information) all sites will be checked for a conflict. For Example, if Site 1 and Site 2 are configured to use the same locations:
    • Location A
      • Building B
        • Floor C
          • Room D

    Site 1 can not have an event in Building B that conflicts with an event from Site 2 in Building B. Additionally, Site 1 can not have an event in any of the sub locations of Building B that conflict with events from Site 2.


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Forcing a Double Booking

Occasionally, two events can be scheduled as an "intentional" double booking.

  • Only Users with a Location Role of "Admin" can approve a double booking.
  • Select the "Publish Anyway" Check box to double book a location.

facility conflicts on create / modify event