Table of Contents
FAQs
Troubleshooting
Related Articles
FAQs
- How can I assign a TBA room?
- How can I add room photos?
- What is the sort order of rooms returned when assigning a room?
- How can I sort rooms using custom fields?
- How do I update the list of features available for a room?
- How do I make sure that rooms are available during academic breaks?
How can I assign a TBA room?
Overview
Much like you can select “TBA” for a meeting pattern, if a section needs to have a room assigned, but the room is not yet known or the class is held online, users at non-integrated schools can add a “TBA” room to the section.
If your school is integrated and the room assignment is unknown, you should leave the “room” field blank (and then use rules to manage and detect empty room assignments). You can learn more about Section Rules here.
How to Do It
PATH: Academic Scheduling > Section Dashboard > (Click on Section)
Step 1: Navigate to the above path.
Step 2: Scroll down to the “Meeting Patterns & Rooms” card.
Step 3: Click into the “Room” field to assign a room.
Step 4: Click “Select TBA”.
Additional Notes
If a room assignment is required per Section Rules, the TBA room will remove the conflict from the section.
The room optimizer does consider TBA as a room assignment, and will not assign a room when a section has TBA assigned.
How can I add room photos?
Overview | Adding Room Photos in Event Scheduling | Adding Room Photos without Event Scheduling
Overview
If you add photos to a room’s profile, that means users will be able to see what the room looks like when assigning rooms in the section editing modal. How you go about adding room photos depends on whether or not your institution also uses Event Scheduling.
Adding Room Photos in Event Scheduling
Room photos added in Event Scheduling will appear in Academic Scheduling as well. So if you have Event Scheduling, use that product to add room photos.
Click the bento box icon to easily switch to Events.
See this article for instructions.
Adding Room Photos without Event Scheduling
If your institution doesn’t have Event Scheduling, reach out to your Customer Success representative for assistance.
What is the sort order of rooms returned when assigning a room?
Answer
When you are looking to assign a room to a section, the rooms will be returned in the following sort order:
First by preference fit, with rooms that have a higher preference fit at the top.
All rooms with the same preference fit will be sorted alphabetically via the display name field.
Additionally, search queries and filters are used to remove rooms from the results. However, all rooms that appear as results will only be sorted by preference fit and then display name (alphabetically).
How can I sort rooms using custom fields?
If you wish to filter for rooms in the section editing modal, then the values you want to filter by need to either be in the Room Type or Room Features fields.
How do I update the list of features available for a room?
This is done via the Room Template’s “Features” field.
Just click into the “Features” field to add, edit, or remove available features.
How do I make sure that rooms are available during academic breaks?
Coursedog has a feature called Date Exceptions that should take care of this.
It can be found under Terms > (Click into needed term) > Date Exceptions (left-hand side).
Date Exceptions are used to define date ranges where academic meetings are cancelled.
As a result, academic meetings within the date exception range will not be sent to events, allowing rooms typically booked during that time to appear available.
Troubleshooting
- Room Data is Inaccurate for a Term
- Preference Fit Shows 100% Even for Rooms Under Capacity
- Rooms Are Not Displaying
- Unable to Filter by Rooms
- “Room Name” Field in Rooms List Doesn’t Match Room View
Room Data is Inaccurate for a Term
Problem Overview
You made changes to a room between terms, which is making room data inaccurate in Coursedog for one term (and impacting room conflicts).
Explanation
This can happen if your institution leverages room effective dating in your SIS; schedules multiple terms at once; and a change to effective dating happens between terms.
Only one version of a room can be active at any point in time in Academic Scheduling.
Solution Overview
In order to accommodate room effective dated changes for multi-term scheduling, we recommend an approach that will allow you to easily identify potential issues, in order to rectify them in the system.
Detailed Solution
Identify all rooms in your SIS that have effective dated changes occurring within a single scheduling cycle.
Create a filter in Coursedog based off of the room name(s) that have effective dated changes. Learn more about creating filters and rules.
This filter should be updated with the impacted rooms each scheduling cycle.
Create custom rule(s) in the system based on this filter. Set a helpful description that indicates the effective dated change (what data on the room changes, and when).
When reviewing the schedule, filter by these rule(s) within Reports > Conflicts.
You can then easily identify any sections that leverage these rooms, and ensure that the assignment will not create a conflict.
Preference Fit Shows 100% Even for Rooms Under Capacity
Problem Overview
You’re trying to find the room that’s the best fit for a section, but rooms that have too small a capacity are showing up as a 100% match.
Solution Overview
You can always use the “Rooms greater than or equal to” toggle to ONLY display rooms that meet or exceed capacity.
There are a couple additional things you can do to ensure the preference fit percentage that shows is accurate (see “Detailed Solution” below), but this most likely relates to the “Room Capacity Lower Than Enrollment Capacity” rule.
Detailed Solution
An admin at your institution should check both of the following:
Ensure the Enrollment Capacity on the Section Template is Couredog’s prebuilt field and not a custom field.
Ensure the “Room Capacity Lower Than Enrollment Capacity” rule is enabled and any “Allowed Phases” includes the current Scheduling Phase.
When this rule is ON, it will impact % fit of rooms; when it is OFF, % fit of rooms will not be impacted based on capacity.
We recommend checking rule settings anytime you are evaluating an issue related to rules, conflicts, or preferences.
You can learn more about Section Rules here.
Rooms Are Not Displaying
Problem Overview | Cause & Solution Overview | Solution One (Current Scheduling Term)
Solution Two (Releasing Rooms)
Problem Overview
Rooms are not displaying in the "Assign Room" modal for a Section; you can't change the room of any sections; or the "Assign Room" list is showing as empty.
Cause & Solution Overview
Rooms could fail to display for one of the following reasons:
Current Scheduling Term has incomplete data – This can be resolved by setting a new value for Current Scheduling Term, and then switching back to the old value.
Rooms haven’t been released – If you release all rooms for scheduling, rooms will then appear as expected.
Permissions – If you are searching for a room and it does not appear, you may not have the permissions to assign that room. The "Assign Room To Sections" permission can be used to restrict which rooms a user can assign based on the user's role and the room attributes. You can learn more about role permissions here.
Allowed Sections field isn’t populated – The “Allowed Sections” field is used to ensure a room is only allowed to be assigned to a subset of sections, with the subset being defined using filters.
Effective Dating – If the room has its effective date fields populated, the room may not be effective for the time frame of the section.
- Hide in Scheduling – If the room has its "Hide In Scheduling" field set to YES/true, it will also be hidden.
- Phases – If the current term is assigned a phase, check to see if the phase configuration has any RBAC changes that would limit the users ability to edit a room.
Solution One (Current Scheduling Term)
Step 1: Navigate to Academic Scheduling > Settings > Terms.
Step 2:
Switch the Current Scheduling Term to a new value or create a Test Term.
To switch, simply click into the term that is currently displayed; a dropdown menu will then appear.
Step 3: Click on the displayed Term below the Current Scheduling Term.
Step 4: Switch back to the desired Term.
Step 5: Return to editing the section and assign a room.
Solution Two (Releasing Rooms)
Navigate to Academic Scheduling > Rooms
Follow the instructions on releasing rooms found here.
Unable to Filter by Rooms
Problem Overview | Solution Overview | Steps to Fix
Problem Overview
You apply Course & Section Filters to filter by room, but the room doesn't appear in any records.
Solution Overview
This will happen if you "View By Courses" instead of "View By Sections" if rooms haven't been assigned to courses but have been assigned to individual sections. In which case, you will want to "View By Sections" before applying the filter.
Steps to Fix
Open the section editing modal (Academic Scheduling > Section Dashboard > (click on section).
In the top right of your screen, click on "Change View".
Select "View By Sections" in the dropdown that appears (see screenshot below).
Add and/or apply your desired filter.
“Room Name” Field in Rooms List Doesn’t Match Room View
Problem Overview
The "room name" field in the rooms list is showing a different value than the "room name" field for individual rooms.
You can search by either name in the list, and the correct room will show up, even if by a different name.
Explanation
This can happen if the “Display Name” is appearing in the rooms list, but “Display Name” is not in the rooms template.
Solution
Add “Display Name” to the Room Template.