How to set operational hours in EventKeeper and EKRooms
EventKeeper allows you to set the times that your library is open or closed. This includes daily hours of operation and holiday closures. Staff and patrons are notified when they try to book an event outside of operating hours. There are three levels of hours.
Org hours: These are the basic hours of operation for the whole library and are set for the whole year in one go.
Room hours: If your organization uses EKRooms, then you can set up hours for each room if they are different from your organizations operating hours. This is helpful for organizations that have rooms that close 15 minutes before closing or are open very early in the morning before the rest of the building.
Rules: You can set up rules for the organizations that include holiday closures, Sunday closures, or other changes.
Org hours are the hours of operation for your building and can be set up for calendar customers that use EventKeeper or EventKeeper and EKrooms.
1. Login to Eventkeeper as an Admin and click on the Admin Page button at the top of the calendar
2. Under the Organization Information heading, click on the yellow hours button.
3.From the drop down, pick the year you would like to set up hours for and click GO. Then click on the Create Hour Records button.
4. Fill in the hours for your organization in the form. Don't worry if you are closed on Sundays in the summer or have different hours during the school year. After you set up the hours, you can set up a rule that changes certain hours for certain days.
5. Click Add Dates... at the bottom of the page and you have set the hours for the whole year! Repeat steps 1-4 for subsequent years and you can make events in the future.
With EKRooms, you can set the hours of operation for each room in your library. This allows staff and the public (if set up that way) to only reserve rooms when the library is open. This is a great way to allow room bookings for rooms that are open on a different schedule than the library and prevents booking errors ie attempting to book a room as 3AM instead of 3PM.
**Skip this step if the hours for your rooms are the same as the rest of the organization. Setting Org hours is all you need to do.**
Rules for org hours are an easy way to change hours or set closures. Below is an example of how to set up holiday closures, but the same procedure can be used to set up a rule to set up closed sundays for the summer, for example.
1. Login to Eventkeeper as an Admin and click on the Admin Page button at the top of the calendar.
2. Under the Organization Information heading, click on the yellow hours button.
3. Here you will see three options for your org hours, View/Delete hours, Go To Year View, and Go to Rules. Click on Go To Rules. If you do not see these three options and only see a Create Hour Records button, then you need to set the hours for your organization first. To do so, see the first part of thise help entry.
4. Click on Add a Rule and you will see a form come up. Here you will name your rule, set up parameters and then run it. The fields you needs for a holiday closure are below:
5. Click Run Rule
6. Check to make sure the dates that need to be changed are correct and then click Really Run Rule at the bottom of the page. And you are done.
No problem. If you set up hours for your organization in EK, then EKRooms will use those operating hours as the hours for every room.
How to set operational hours in EventKeeper and EKRooms
EventKeeper allows you to set the times that your library is open or closed. This includes daily hours of operation and holiday closures. Staff and patrons are notified when they try to book an event outside of operating hours. There are three levels of hours.
Org hours: These are the basic hours of operation for the whole library and are set for the whole year in one go.
Room hours: If your organization uses EKRooms, then you can set up hours for each room if they are different from your organizations operating hours. This is helpful for organizations that have rooms that close 15 minutes before closing or are open very early in the morning before the rest of the building.
Rules: You can set up rules for the organizations that include holiday closures, Sunday closures, or other changes.
Org hours are the hours of operation for your building and can be set up for calendar customers that use EventKeeper or EventKeeper and EKrooms.
1. Login to Eventkeeper as an Admin and click on the Admin Page button at the top of the calendar
2. Under the Organization Information heading, click on the yellow hours button.
3.From the drop down, pick the year you would like to set up hours for and click GO. Then click on the Create Hour Records button.
4. Fill in the hours for your organization in the form. Don't worry if you are closed on Sundays in the summer or have different hours during the school year. After you set up the hours, you can set up a rule that changes certain hours for certain days.
5. Click Add Dates... at the bottom of the page and you have set the hours for the whole year! Repeat steps 1-4 for subsequent years and you can make events in the future.
With EKRooms, you can set the hours of operation for each room in your library. This allows staff and the public (if set up that way) to only reserve rooms when the library is open. This is a great way to allow room bookings for rooms that are open on a different schedule than the library and prevents booking errors ie attempting to book a room as 3AM instead of 3PM.
**Skip this step if the hours for your rooms are the same as the rest of the organization. Setting Org hours is all you need to do.**
Rules for org hours are an easy way to change hours or set closures. Below is an example of how to set up holiday closures, but the same procedure can be used to set up a rule to set up closed sundays for the summer, for example.
1. Login to Eventkeeper as an Admin and click on the Admin Page button at the top of the calendar.
2. Under the Organization Information heading, click on the yellow hours button.
3. Here you will see three options for your org hours, View/Delete hours, Go To Year View, and Go to Rules. Click on Go To Rules. If you do not see these three options and only see a Create Hour Records button, then you need to set the hours for your organization first. To do so, see the first part of thise help entry.
4. Click on Add a Rule and you will see a form come up. Here you will name your rule, set up parameters and then run it. The fields you needs for a holiday closure are below:
5. Click Run Rule
6. Check to make sure the dates that need to be changed are correct and then click Really Run Rule at the bottom of the page. And you are done.
No problem. If you set up hours for your organization in EK, then EKRooms will use those operating hours as the hours for every room.