Table of Contents

Overview
Permissions
Event Request Dynamic Conflict Detection
Conflicts in Scheduler
Scheduler Optimizer and Events Room Assignments

Overview

• In both the Event Scheduling and Academic Scheduling platforms, rooms can be booked for meetings.
• Both these systems have the capacity to communicate with one another to identify cross-platform room conflicts.
• The Events system automatically pulls data from other events and the academic schedule to detect conflicts in real-time. This ensures that event bookings will not unintentionally cause a double-booking. 
• In Events, when you are selecting a room within the Room Select Modal, all rooms that are double-booked will appear with an "error" symbol and a red border. This is the case for both double bookings with other events and double bookings with academic meetings.
• Please note that 'online rooms' are excluded from the double booked room check in both scheduling and events

Permissions

Depending on your permissions, you may not be able to save an event with conflicts. If you do have the permission, a confirm modal with information about that conflict will be displayed to you before you save.

Without Permission

With Permission

Event Request Dynamic Conflict Detection

• If an event request would create conflicts by being approved, a "red" warning banner will show up on top of the request. Users can click the "more details" button to open up a modal that identifies all the conflicts.

• These conflicts are being dynamically calculated, which means that every time a user opens up an event request, the conflicts will be updated. For example, let’s say a user submits an event request with no conflicts. However, later that day, a room change is made in the scheduling product to an academic class which creates a conflict with the event request. If the user then goes back to the event request, the red conflict warning will now show up.

Conflicts in Scheduler

In Academic Scheduling, you have to turn on the "Double Booked With Event" rule before Event-based conflicts will populate the scheduling system. For more information on Rules, look here. After turning on this rule, any room assignments in the academic schedule that conflict with existing events will be identified as a conflict:

Additional Notes

• Just like in the events platform, this communication between events and scheduling in addition to conflict detection happens automatically and in real-time.

• If the "Double Booked With Events" rule is enabled it will not factor in Date Exceptions and Conversion Dates.

Scheduler Optimizer and Events Room Assignments

• If you are utilizing the Section Optimizer for room assignments in Academic Scheduling, the Optimizer does not take into account room assignments made for Events. The rationale behind this is that most institutions give room assignment priority to Sections over scheduled Events (i.e. they would want to be able to schedule a Section in a room that is a good fit regardless of there being an Event already booked in that room).
• In order to make sure no Optimizer room assignments have interfered with Events room assignments, or to be able to re-schedule Event room assignments accordingly if such double bookings did occur, you should run a Conflicts Report in the Events platform once Scheduling room assignments have been finalized. To do so, navigate to Events Management > Reports > Events Conflicts List. In the top of the screen, be sure to select the applicable date range for your report (for example, the dates for the term) before clicking on the blue “Download” button.

The Report will specify Events that have a double booked room with a Section.

Note that the “Conflicting Event Name” for Sections is set to be “Private Event” rather than the Section name itself. If a user would like to know which section has booked that room, they may navigate to Events > Calendar View and select the start date/time of the Event while also having the “Show Academic Events” box checked.