Schedule Fusion’s features can be divided into two primary areas: resource administration and event creation/navigation. The former provides the ability to manage and edit individual resources, locations, program categories (groups of resources), resource types, and user management. The latter provides your primary calendar dashboards and the ability to create/edit events. Let’s dive deeper into each of those areas but in order to experience everything first hand and appreciate just how much the system provides, get in touch to schedule a demo.
The Calendar admin panels serve as your primary dashboard for managing all of your events and their related resources. The default overview provides color coded events to see successful bookings (green) alongside those with pending (gray) or unresolved conflicts (red).
The view can be filtered by any combination of Location, Resource, Program Category, or Event Owner. Selecting an event activates a popup with additional critical details and a link to click through to the full event admin panel where read-only users can view and admins can edit.
The calendar automatically reconfigures into a remarkably smart and user-friendly mobile device version.
Oh, did we mention this is fast…really fast? You’re going to love cycling through months at a lighting fast pace!
The events admin panel is where everything comes together; they need a name, set the full reservation and event start/end times, add a program category, select an optional location, and save the new event. That’s it!
Events almost always need a place to happen, though it’s not required. Add locations where your events can take place and Admins can assign separate start/end times for the full reservation and actual event, thereby providing even more control over setup and breakdown times.
Admins can assign separate start/end times for the full reservation and actual event, thereby providing even more control over setup and breakdown times. You can even assign multiple locations per event, each with its own respective reservation and event start/end times. This allows you to release resources as early as possible in order to maximize for use at other events.
Program categories make it easy to assign groups of frequently combined resources and are whatever you need them to be. The related resources and their quantities can be modified after adding to an event as well as adding any individual resource as needed.
Program Categories is your gateway to creating custom shortcuts allowing to quickly assign resources to newly created events. Program categories make reserving events much quicker, as they are a group of resources and quantities into a default group for an event where they are assigned.
For example, your business frequently schedules client presentations that typically requires the following individual resources: 50 parking spaces, one A/V Tech staff member, a projector, a large screen, and a wireless microphone. You would group these individual resources into a program category titled “Client Presentations” then assign that single item to an event. In turn, all of those default resources and quantities are added, presto!
You can edit the resources and quantity after adding them as well as remove them entirely or add new new resources.
Locations. So simple yet so extensible. They can be a small as a single desk or workstation inside a room, the entire room, an entire floor, or even the entire building. They can be outdoor facilities or even groups of facilities; in the end, they can be whatever you need them to be, there are no restrictions or parameters.
You have the ability to assign an email address to each location which the system uses to send automatic email messages when the located is assigned to an event.
You’ll enjoy the ability to maximize a location’s use by assigning separate start/end times. For example, an event may use the “auditorium” and “reception room” locations. The event and all guests will be cleared out of the auditorium by 3:00pm but the reception room is needed until 4:00pm. Assigning separate reservation times will free up the auditorium even through the reception hall which is part of the same event is still being used.
Although locations are a key element for most events, we made sure you have the ability to create no-location events, such as when a special guest visits that requires allocating one or more resources.
So simple yet so powerful, the resource admin panel is at the heart of Schedule Fusion. Each resource has a name and a maximum number that can be reserved at any one time.
Additionally, you can set a warning level and notification email. The notification email recipient will receive a notice any time this resource is reserved and if the total number booked exceeds the warning level. All of those respective details and values will be spelled out in the notification message.
In an example for how smart the system is, if several resources have the same notification email, only one message will be sent each time a notification should be sent, such as when an event is booked or re-booked, or if it is cancelled. This helps make sure the recipient receives critical info without being drowned in a sea of messages!
Your resource administration process begins with creating Resource Types. These are used to sort and group resource into easily managed sections as well as providing an easily recognized visual hierarchy.
In short, they make it easier to find and understand what kinds of resources you want to assign for events.
For example, a Resource Type could be “Audio Visual Equipment” which you’ll use to assign specific resources such as projectors, screens, microphones, etc.
You can create as many Resource Types as you need and there are no parameters or limitations on the shorts of groups you can create. To that end, they don’t need to be restricted to equipment, they are ideally suited for grouping human resources as well such as IT or AV staff, catering staff, ushers, greeters, volunteers, etc.
Users serve two roles inside the system: creating and editing resources, locations, and events and those who only need to access the calendars and event lists.
Admin users are able to create, edit, and delete resources, resource types, locations, program categories, and events.
Standard users function in read-only mode. They can access calendars and event lists to see what’s scheduled along with the respective resources and locations.
We’re all about enhanced communication; to that end, both user roles may be assigned as a notification recipient. This is especially handy in situations where one of your team members may need to know a resource or location is being used but they don’t necessarily need to be able to manage those components.
Basic users are allowed one admin user per install while Standard and Pro users are allowed unlimited admin users. All users may create as many read-only users they need.