This knowledge base guide applies to all users who are requesting to reserve an event. Whether they are requesting an event externally or logged into Incident IQ requesting an event.
The path to submit an event custom series reservation request without a defined date/time filters rooms by attendees and the user's location, and then the user can choose a date and time while viewing a calendar of availability.
To allow requestors to request a multi-day event, you will need to enable the site option, Multi-Date Events for Requestors.
Multi-Date Request Process
After selecting the Event Reservations ticket type, the user will see the Event Details page and will be prompted to fill out the following fields: Event Title, Event Type, Number of Attendees, Setup/Breakdown times, and Start/End dates.
If the day/time is not important for the user and they prefer to first see all available rooms in their location on the Calendar, they can leave the day/time fields blank.
Field Name | Required/ Optional | Description |
Event Title | Required | Freeform and should be descriptive. It is a primary identifier and should contain words that can be searched. This is the first column in the Events Listing page, and appears on the Calendar view. |
Event Type | Required | Select the event type from the drop down menu. Event Type is a way to group and categorize events to allow for easier search and filtering in the system. |
Number of Attendees | Optional | The approximate number of people expected to attend this event. |
Setup Time | Optional | This is the number of extra minutes it will take to set up the event, i.e. move tables, chairs. Setup time is included in the blocked time frame. The system will trigger an error message if a new event setup time overlaps an existing. |
Breakdown Time | Optional | This is the number of extra minutes it will take to break down the event, i.e. clean up, move tables back. Breakdown time is included in the blocked time frame. The system will trigger an error message if a new event breakdown time overlaps an existing. |
Start Date / Time | Optional | If the day/time is very important for the user and they prefer to first see all available rooms for a specific day/time/attendees/location, then they can select the day/time. If the day/time is not important for the user and they prefer to first see all available rooms with the specific attendee amount and location, then they can leave the day/time fields blank. When filling out the Start Date/Time three modals are progressively displayed to the user to help with selection: 1.) Date, 2.) Start Hour 3.) Start Minute. The start time must be before the end time.
The Clear Dates & Times button can be used to clear selected dates and start selecting again. |
End Date / Time | Optional | This is the end date and time for the event. The end time must be after the start time and cannot exceed the end of the start day. By default the end date and time will be one hour after the selected start time, but this can be modified by the requestor if needed. The selected start-end time frame will be blocked in the calendar and will not be available to select for another event. |
After clicking Continue, only the rooms that meet the previously entered criteria for day, time, and setup/breakdown are shown on the Select a Room page. At this point, the user can select a room out of the list of available rooms filtered to the user’s location that satisfies all the criteria previously entered.
Each room card displays attributes that can help in making a booking decision: room type, square footage, maximum occupancy, seating capacity, and description. If any of these fields are null, they will not show on the card view. The event location also defaults to the Requestor’s location but can be changed in the drop-down list if needed.
Requestors can filter the Rooms list by:
Location
Room Type
More
Max Occupancy
Seating Capacity
Square Footage.
Keyword search is also available to find a specific Room.
Clicking on the room card selects the room. The card for the selected room(s) will be outlined in blue and will also be visible in the Currently Selected section at the bottom of the page. A selected room can be removed by clicking on the room card again or by clicking the “x” by the room in the Currently Selected section.
The Requestor can select a single room or several rooms for multi-room reservations.
After selecting a room, clicking its card again will deselect it. It’s also possible to deselect a room by clicking on the 'X' in the room tile located in the Currently Selected section at the bottom of the page. If the user jumps ahead through pages looking for an additional room and the originally picked room card isn’t visible, it’s convenient to just deselect it in the Currently Selected section.
Clicking Continue will open the Room Calendar and show the Event block automatically added in the selected date/time slot.
Users can add more events in a custom/multi-series on the Calendar page by clicking an open time slot. The first added event will appear with the dialog box showing the details of the event. The Start time, End time, Setup time, and Breakdown time fields are editable in case the Requestor needs to adjust those times or make a correction. The Remove button allows the user to remove this event from the Calendar. Clicking X in the top right corner will close the dialog box.
When adding several events in a series, each event will automatically apply the same duration/setup/breakdown times entered from the first step in the wizard. The duration can still be changed for each event in a series individually by dragging the borders of the event block up or down. If needed, several events can be added on one day based on available white space on the Calendar.
The right side menu on the Calendar page will show the Event’s summary panel, Selected Rooms list, and Events Dates & Times list. If more than four rooms are selected, the Selected Rooms list will become scrollable. The total number of rooms currently selected will show in parentheses right after the title Selected Rooms.
As events are added to the Calendar, the event dates and times will be added to the Events Dates & Times list on the right.
Clicking on the particular date and time on the right will highlight that event box on the Calendar. If the user selects a date/time from the right in a different day/week/month, they will be brought to that event on the Calendar.
The total number of event dates currently selected will show in parenthesis right after the title Event Dates & Times.
On the Events Dates & Times list, the Clear button will remove all the picked events on the Calendar, while the Trash Can button will remove that particular event.
When more than 15 dates are listed, the list will become scrollable.
If the requestor clicks on a time that does not allow the event to have the full duration (default 1 hour) the event will be created with a shorter duration (or not at all if setup/breakdown can't fit).
When the final day(s)/time(s) are selected, clicking Continue will bring the user to the Event Details Summary page.
On the Event Details Summary page, the selected room(s), dates and times, as well as previously filled-out fields, will be populated but disabled. The Requestor cannot edit the disabled fields on the current page but can click Go Back if needed to go back and make a change.
On this page, the Requester will need to fill out the Description, Attachments, and additional custom fields if necessary.
When on the Calendar page, if after plotting some events on some dates the user decides to go back to the Selecting Rooms step (Go Back button), they will lose those plotted events and will have to re-select them. When the user is on the Event Details Summary page and goes back to the Calendar page, the plotted events will still be saved and will show on the Calendar.
Once the requestor clicks Submit, the Event Ticket is created.
Viewing and Accessing Multi-Date Events Tickets
The ticket title shows that it’s a series, the number of dates in that series, the date range, and the time. If the time is consistent in all events in a series, it will show 3-5 pm, for example. If it’s different, it will show ‘times vary.’
The Event Details widget on the ticket will show the location, room, date, and time lists. The scrolling bar will appear if many rooms and dates are selected in the process. The system will use the custom fields from the earliest/first event and will show them on the widget as well. If any of the events in a series are updated, the widget will show the updated information.
Clicking View Details in the top right corner of the widget will lead the user to the first event in a series, where the offshoot tickets will be only associated with that individual event date.
This event custom series request is like a ‘parent’ ticket. The ticket title shows that it’s a series, the number of dates in that series, the date range, and the time. If the time is consistent in all events in a series, it will show 3-5 pm, for example. If it’s different, then it will show ‘times vary.’
On the Facilities ticket related to this event, the Event Details widget is going to focus on the date of the single event that the user is viewing. It is still in all of these three locations and rooms, but the date is the one that the user navigated from to get to this ticket.
A custom series event request can be approved by the approver (superintendent, principal, etc.) as an entire request at once, and all events in that series will be approved at once, provided the rules are set up properly. A custom series event request can be approved from a ticket details view, the dashboard, and from the approval email.“
If the approver cannot approve all events in a series, they will have to comment to somebody who has the ability to adjust the dates for those events.
After submitting a ticket, the Requestor cannot Edit, Cancel or Delete it. Admins/Agents have permission to do that on their end by going into the ticket.
The Requestor can also see the newly created Event custom series in the My Events section.
If only one or several but not all of the events in the custom series are deleted or canceled, the ticket will not be deleted or canceled (status remains Active).
If all of the events or the last existing event in the custom series are deleted or canceled, the main ticket will also be deleted (status Deleted) or canceled (status Canceled). Tickets specific to a single event will be deleted or canceled if that event is deleted or canceled.
The following Rules will have to be set up to execute this dependency.
The Delete related tickets rule.
The Cancel related tickets rule.
Recurring Events for Requestors
Recurring events can be requested through a single Event Reservation ticket submission. When an event requestor is adding dates to the Calendar step of the Event Reservations ticket, the dialog box for a given event date will include a Recurring toggle. Recurring increments available will be the same as are available for Admins and Agents during the creation of an event: Daily, Weekly, Monthly, and Yearly.
Please note that the Site Option for "Multi-Date for Requestors" must be enabled for the recurring option to appear.
Weekly Recurring events requested through an Event Reservation ticket will include choices for which days of the week the user would like to make recurring every week.
Monthly Recurring events requested through an Event Reservation ticket will include choices for whether to base the recurrence on a specific date every month or based on the Nth [Day of the week] every month. The choices offered will be determined by the date of the event that is being made recurring.
Yearly Recurring events requested through an Event Reservation ticket will be based on the date chosen for the event that is being made recurring. The recurring events will be placed on the same date each year.
Possible Error Messages on the Calendar Page
When an event requestor is adding dates to the calendar step of the Event Reservations ticket, if the user has edited start time, end time, setup, and/or breakdown time that results in a conflict with the room availability or existing events, the dialog box for the conflicting event will provide an error message explaining what the issue is. The event in conflict will turn Red to help the user see where action is needed to resolve the conflict.
Some examples of conflict messages:
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Hannah Bailey - Director, Customer Engagement