www.inhs.org
July 2007
Table of Contents
Support Introduction Login Page Home Page Global Calendar Reports Site Information Tabs VC Operations Tab Event Planning Worksheet Create an Event Cancel an Event Register for an Event Change a Resource Cancel a Resource Glossary Page 3 Page 3 Page 4 Page 5 Page 10 Page 11 Page 14 Page 15 Page 16 Page 17 Page 28 Page 32 Page 37 Page 41 Page 44
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Support
Please contact the following individuals for support. Customer Service: 509-789-4959 Billing Questions: Kimbarley Meyer, Administrative Assistant, meyerkr@inhs.org or 509-789-4960 Resource Scheduler Technical Lead: Bonnie Muraoka, TeleHealth Analyst, muraokbj@inhs.org or 509-232-8122 Daily Operations: Marc Harger, TeleHealth Analyst, hargermp1@inhs.org or 509-232-8141 Tim Braun, TeleHealth Analyst, braunt1@inhs.org or 509-789-4961 New Equipment Quotes/Installations: Brian Hoots, TeleHealth Analyst, hootsb@inhs.org or 509-232-8124 NW TeleHealth Director: Renee LaRocca, laroccr@inhs.org or 509-232-8110
Introduction
Welcome to the Resource Scheduler User Guide! Resource Scheduler is a 100% web-based scheduling software tool purchased by Northwest TeleHealth to schedule Video Conference events. Resource Scheduler has been configured to meet the needs of Site Coordinators, Event Requestors and Administrators. Resource Scheduler offers a user easy access along with friendly features such as an efficient way to manage and view all video conference events, the opportunity to notify individuals from several facilities and the ability to register for events. Resource Scheduler gives the user more control and freedom over events. This guide has been designed as a step by step – easy to follow guide where key terms and concepts are defined within Resource Scheduler. To help illustrate, you will see example screens of each area within Resource Scheduler.
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Resource Scheduler Login
To access Resource Scheduler, please use the following website.
http://rs.nwtelehealth.org/resourcescheduler/login.asp
The Pop-up Blocker must be turned off!
To change this system setting click on Tools, Pop-up Blocker, then Turn off Pop-up Blocker.
Active X Controls need to be enabled!
Please contact your local Administrator for help on how to enable Active X Controls.
Login and Password
You will receive a Login and Password from the Administrator. This information will be used to access Resource Scheduler. Please contact your Administrator if you have not received your Login and Password. An example of the Login and Password is smithbt. This login and password can be changed by the Administrator or by using the My Information link on the toolbar within Resource Scheduler. If you change your password using the My Information link, please notify the Administrator at muraokbj@inhs.org or 509-232-8122. This page also contains a link to the INHS Home Page and the Global Calendar, where public events are posted.
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Resource Scheduler Home Page
The main areas of the Home Page are: Toolbar
Home: This link will take you to the Home Page from anywhere within Resource Scheduler. Approvals: This link will take you to a page where you can approve all Resource Scheduler reservations, if you are the Site Coordinator. Only the Site Coordinator will see this link on the Toolbar. This link is currently not used. Print View: This link will allow you to print the page you are working on without having to format your system. Reports: This link will take you to a page where you can customize a report for your facility. Logout: This link will log you out of Resource Scheduler. My Information: This link contains your personal profile within Resource Scheduler. Help: This link contains an on-line Help Guide that can be accessed by using this URL http://rs.nwtelehealth.org/resourcescheduler/UserGuide1.pdf.
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Resource Scheduler Home Page
Resource Scheduler
Reservation Wizard: This link will be used when you create your reservation. Display Resource Availability: This link is a search engine within Resource Scheduler. You are able to search for available resources at your facility or another facility. Click on the icon to start your search The scope defaults to your site and will need to be changed if you are looking for a resource at another site Do not change the Resource Type or Capacity Select your Start Date and End Date by using the calendar icon Select a Start Time and End Time for your search Click Submit to view available resources for the selected site
Find Text in Reservations: This link is a search engine within Resource Scheduler. Click on the icon to start your search. You are able to search for a reservation using the following methods. a) Text Search: Change the Scope to „All Locations‟ Do not change Resource Type, Capacity, or Date Type in the Text Search box the Title of the event or a key word from the event Click in Search Options Text and Search Service Tabs to broaden your search Click Submit to view the events found in the database b) Reservation Number: Change the Scope to „All Locations‟ Type in the Reservation Number in the Reservation Number box; this is the number included in the Reservation Link in the Notification Email Click Submit to view the event Page 6 of 45
Resource Scheduler Home Page
c) User Contact: Change the Scope to All Locations Click on the icon next to User Contact Select the user from the Resource Scheduler User List Click Submit to view the events found in the database. Display Resource Activity: This link is a search engine within Resource Scheduler. You are able to search for a reservation using the date of the event. Click on the icon to start your search Change the Scope to „All Locations‟ Do not change the Resource Type or Capacity Select your Start Date and End Date by using the calendar icon Select a Start Time and End Time for your search; be sure to enter 6:00 AM as your Start Time and 10:00 PM as your End Time to ensure the entire day is displayed Click Submit to view available events for the date(s) and time(s) selected
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Resource Scheduler Home Page
Northwest TeleHealth
Personal Settings: This area contains information for My Resources, My Reservations, and My Notifications. These items give you the opportunity to personalize the Home Page. My Resources Allows you a daily view of each of your video conference units. Click on the name of the unit to view the daily schedule for that unit. To add a video conference unit to this section you need to find your site listed under Northwest TeleHealth Connections and click on the video conference unit. At the bottom of the page you will see a link „Add this to my resources‟. Click on this link and the video conference unit will be listed under My Resources. To remove a video conference unit from My Resources, click on My Resources and click on the at the far right of the screen. This will remove the video conference unit from My Resources. My Events Allows you to view the events you have created in Resource Scheduler. Use the Personal Settings section to view events scheduled for the entire year. My Notifications Allows you to view the events for which your site has received notification emails. This will not include Global events posted directly to the Global Calendar. To register or review an event, click on the Title of the event.
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Resource Scheduler Home Page
Northwest TeleHealth Connections: This area contains the current video conferencing locations available regionally and nationally in the NW TELEHEALTH database. This area allows you to add a resource to My Resources only.
Footer: This section contains a link to the INHS Home Page, www.inhs.org and the Global
Calendar, http://rs.nwtelehealth.org/rsevents/eventcal.asp?id=1.
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Global Calendar
Global Calendar: This calendar contains information on each event that is open to the public. The Title of the event is displayed in bold text. The Date and Time of the event is displayed in bold text. The registered sites are displayed in normal text.
Event Information: Click on the
for further information about each event.
The Title of the Event The Date and Time of the Event The registered sites are displayed under Location Other Details contains information about the event, such as the topic and the speaker Options section contains information about the event, such as the Host Site, the room location, event website information, catering information and handout information.
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Reports
Reports: This area is used to create reports.
Report Options These fields are required to create your report. Report Range – State Date/End Date Report Scope – All Locations or one Location Report Display – Active X, HTML Page, HTML Frame, Java Applet. Active X will need Active X controls enabled by your network administrator. This is the display NW TELEHEALTH recommends; it will allow you to print your report in a readable format. HTML Page and HTML Frame can be used by all systems. Java Applet will need Java installed by your network administrator. General Reports These reports are available for use by all Site Coordinators. Cancelled Reservation Summary – A report based on cancellations by site or all sites. Reservations Requiring Approval – A report based on reservations by site that require approval. Reservation approval is not used at this time. Page 11 of 45
Reports
Reservations Requiring Setup – A report based on reservations by site requiring room setup. Room setup is not used at this time. Room Sign – A report based on resources. This report can be used as a room sign. Room Sign (Landscape) – A report based on resources. This report can be used as a room sign. Attendee Report by Time – A report based on confirmed sites. Outside Attendee Report by Name – A report based on confirmed off network sites. This report is not used at this time.
Reservation Cost Analysis This report function is not used at this time. Resource Utilization Analysis This report allows you to view how, where and by who your resources are being used. Analysis Type – Resource, Resource by Department, Department, User Defined Field Start Hour/End Hour User Defined Field Resource Detail Report This report allows you to customize a report based on the User Defined Fields in Resource Scheduler. User Defined Fields
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Reports
Service Tab Activity Report This report allows you to view information located on the Service Tabs. Service Tab – Site Information 1-5, Site Information 6+, VC Operations
User Defined Report This report allows you to view customized reports created by NW TELEHEALTH. If you site would like a customized report create for them, please contact NW TELEHEALTH. Daily Activity Report – Used to create the daily bridge report
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Site Information Tabs
The Site Information Tabs need to be completed when you are inviting sites that are not listed in the Site Notification list. These sites are considered Non-Member Sites.
NW TeleHealth will need to conduct technical testing with Non-Member Sites prior to your meeting to ensure a quality connection. You will need to supply NW TeleHealth with the site name and address, the contact information for the Scheduler or the Technical Support Staff. This tab will generate an email to the NW TeleHealth Technical Support Staff. Once this tab is completed, click Submit. This will return you to the Event Information Tab.
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VC Operations Tab
The VC Operations Tab contains information regarding Event Occurrences, Host Site Room Setup, Laptops/Computers, AV Equipment Requirements, and Recording Requirements. This information will assist NW TeleHealth and the Host Site Coordinator successfully support your event. Once this tab is completed, click Submit. This will return you to the Event Information Tab.
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Event Planning Worksheet
STEP 1 – DATE OF CONFERENCE: Internally, confirm the date(s) you wish to have your video conference STEP 2 – ESTABLISH ACCESS: Internally, establish that you have access to your local room and the video conferencing system on the date you have chosen STEP 3 – CONTACT SITE(S) AND INVITE YOUR PARTICIPANTS: Contact the site(s) you wish to have a video conference with and confirm the following:
a) b) c) d)
Invite your participants through your normal internal process (Outlook, email, flyer etc.) Confirm that the date is acceptable and they are willing to meet via video Confirm that they have access to video conferencing equipment Non-Member/Off-Network Sites – Confirm the name of the room they will be meeting in (Check “Member – Site List” to determine if they are a Member.) Non-Member/Off-Network Sites – Obtain contact information (i.e.: Scheduling contact, Tech Support name, phone and email)
e)
* If this is a Global Event than follow through with step a). Steps b) and c) are assumed and steps d) and e) are only necessary if you have specifically invited a Non-Member/Off-Network site.
STEP 4 – DETERMINE NEEDS: There are a variety of questions you will want to ask prior to entering your event into Resource Scheduler. The major ones are listed below:
a)
CREATE A TITLE AND DESCRIPTION FOR YOUR EVENT: You will want your title to be something easily recognized by your participants. If this is a Global Event, think of your title and description as “Marketing Tools” and something that will peak interest and draw a crowd. ROOM OPERATOR: Determine if you will need someone to run the video conferencing equipment, either internally or through NW TeleHealth. If so, call and verify they will be available. REGISTRATION AND EVENT FEE: Determine whether or not you will be requiring registration to attend your event. If you will be charging a fee, how much and how it will be collected. HANDOUTS: Create a flyer that can be printed and posted or emailed to participants, by the Site Coordinators. If you are hosting the event, determine what kind of documents you would like to distribute to your participants. EQUIPMENT: Determine if you will need special equipment such as microscope, document camera, projector, laptop, etc. RECORDINGS: Determine if you will need a DVD or VHS recording of your event and how many.
b)
c)
d)
e)
f)
g) ROOM SET-UP: Discuss how you would like the room at your facility set-up for your event. (i.e.: Classroom style, U-shaped, Chevron Style, etc.) STEP 5 – SCHEDULE THE EVENT WITH NW TeleHealth: Schedule your event and reserve your video conferencing unit through the steps outlined in your Resource Scheduler User Guide under the “Create an Event” Section.
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Create an Event
Event Planning Schedule Recurring Events
Create an Event Site Notification
Reservation Wizard Site Information
Event Information
Upload Documents/Handouts
Submit = Event Scheduled
Publish to Global Calendar
VC Operations Email Notification
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Create an Event
Event Planning
STEP 1 – DATE OF CONFERENCE: Internally, confirm the date(s) you wish to have your video conference STEP 2 – ESTABLISH ACCESS: Internally, establish that you have access to your local room and the video conferencing system on the date you have chosen STEP 3 – CONTACT SITE(S) AND INVITE YOUR PARTICIPANTS: Contact the site(s) you wish to have a video conference with and confirm the following:
f) g) h) i)
Invite your participants through your normal internal process (Outlook, email, flyer etc.) Confirm that the date is acceptable and they are willing to meet via video Confirm that they have access to video conferencing equipment Non-Member/Off-Network Sites – Confirm the name of the room they will be meeting in (Check “Member – Site List” to determine if they are a Member.) Non-Member/Off-Network Sites – Obtain contact information (i.e.: Scheduling contact, Tech Support name, phone and email)
j)
* If this is a Global Event than follow through with step a). Steps b) and c) are assumed and steps d) and e) are only necessary if you have specifically invited a Non-Member/Off-Network site.
STEP 4 – DETERMINE NEEDS: There are a variety of questions you will want to ask prior to entering your event into Resource Scheduler. The major ones are listed below:
h)
CREATE A TITLE AND DESCRIPTION FOR YOUR EVENT: You will want your title to be something easily recognized by your participants. If this is a Global Event, think of your title and description as “Marketing Tools” and something that will peak interest and draw a crowd. ROOM OPERATOR: Determine if you will need someone to run the video conferencing equipment, either internally or through NW TeleHealth. If so, call and verify they will be available. REGISTRATION AND EVENT FEE: Determine whether or not you will be requiring registration to attend your event. If you will be charging a fee, how much and how it will be collected. HANDOUTS: Create a flyer that can be printed and posted or emailed to participants, by the Site Coordinators. If you are hosting the event, determine what kind of documents you would like to distribute to your participants. EQUIPMENT: Determine if you will need special equipment such as microscope, document camera, projector, laptop, etc. RECORDINGS: Determine if you will need a DVD or VHS recording of your event and how many.
i)
j)
k)
l)
m)
n) ROOM SET-UP: Discuss how you would like the room at your facility set-up for your event. (i.e.: Classroom style, U-shaped, Chevron Style, etc.) STEP 5 – SCHEDULE THE EVENT WITH NW TeleHealth: Schedule your event and reserve your video conferencing unit through the steps outlined in your Resource Scheduler User Guide under the “Create an Event” Section.
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Create an Event
Create an Event
Log in
Log in to Resource Scheduler using your login and password provided by your Administrator; see page 4 for further assistance. Home Page is now displayed.
Reservation Wizard
Reservation Wizard
Click on the Reservation Wizard Icon.
Complete page 1 of the Reservation Wizard. This information will include the Host Site, the Date of the event and the Start and End Time of the event. NOTE: The system assumes you will be holding your event at your location, thus the Scope will default to your location. However, if your event will be hosted at a different location, please use the Scope drop down box to find the location that will be hosting your event. You will also need to review the drop down menu box below the Scope field to confirm you have the correct group within the Host Site location. Resource Type – Leave this set to All. Fill in the Date, Start Time and End Time. Advanced – Close this by clicking on Advanced. This section is not used at this time. Click Next.
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Create an Event
Reservation Wizard
Reservation Wizard - Continued
Complete page 2 of the Reservation Wizard. This information will include the Title of the event, the Type of event and the Resource for the event. Enter the Description; this will be the Title for your event. Use the drop down menu to choose the Event Type. The system defaults to Educational. You have the following choices: Educational is a training class or college class. Administrative is a meeting with Hospital Administration or a committee meeting Clinical is a patient consult or a meeting between physicians Fitness is a Weight Watchers meeting or a Pilates class
Under Resource, check the box next to the Video Conference Unit you would like to use. Be sure to verify the time you want for your event is not already taken, indicated by colored blocks. If the resource is already booked you will need to click return and choose another time for that date or a new date and time for your event. This is Step 2 of the Event Planning Checklist. This will only book your video resource for this event, not your room. Verify you have a room before you book your video resource. This is Step 2 of the Event Planning Checklist. Click Submit. You will receive a pop-up box asking you to complete all required option fields (shown in red). Click Ok.
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Create an Event
Event Information
Event Information
Complete the information requested on the Event Information Tab. Items in Red are required and must be completed before moving to another tab or submitting the event. The system will populate the Title, Event Type, Date and Time, and Resource from the Reservation Wizard. Complete Description with a brief paragraph about your event. Include the subject matter and name of the speaker. Complete the Options area. Set up Time should be 15 minutes for an IP to IP event and 30 minutes for a Bridge event. All other events should be 45 minutes to 1 hour. Event Connection is determined by the number of sites connecting to your event. An IP to IP connection is your site and one other NW TELEHEALTH site. A Bridge connection is your site and 2 or more sites A Satellite connection is using the NW TELEHEALTH Satellite A Web connection is using the web for your event Non-NW TELEHEALTH sites connecting should be „Yes‟ if you are connecting to sites not listed as NW TELEHEALTH; otherwise this should be „No‟. Host Site is the site hosting your event. Host Site City is the city of your Host Site. Host Site Room is the room at the Host Site where your event is being held. Event Requestor Info is the name and contact information of the person who has requested the event. Facilitator/Operator Info is the name and contact information of the person who will be in the room operating the video conference equipment. Is there a registration fee should be „Yes‟ if there is a cost to attend your event; otherwise this should be „No‟. Is catering offered should be „Yes‟ if the Host Site is offering catering; otherwise this should be „No‟. Handouts/Materials should be „Yes‟ if you upload any documents for your event; otherwise this should be ‟No‟.
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Create an Event
Schedule Recurring Events
Recurring Events
If your event occurs more than once during the year, click on the Schedule Recurring Events Tab. You will receive a pop-up box asking you to save your work. Click Ok. Complete the information on your event. The screen shot shows an example of a weekly event on Tuesday of each week. In the Ad Hoc area you will see the dates for each event. Click in the radial button next to Daily, Weekly, Monthly or Ad Hoc. Be sure to change the date in the box „until‟ to the last date of your event. Configure your event based on the parameters found within the Daily, Weekly, Monthly or Ad Hoc areas. You will be able to update each recurring event from this area by selecting the date of the event.
Site Notification
Site Notification
Click on the Site Notification Tab to notify the Site Coordinator at participating sites about your upcoming event. You will receive a pop-up box asking you to save your work. Click Ok. Click on the Resource Scheduler User List. To notify Site Coordinators, type “SiteCor” in the Value box, set Search Criteria to User Names and click Show Users. Click on the Green Arrow next to the name of the site, this will include them in the Notification Email sent. Site Coordinators are denoted by „network, site, and SiteCor‟. This list is in alphabetical order by Network.
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Create an Event
Site Notification
Site Notification - Continued
To notify all other users, type their name or email address in the Value box, set Search Criteria to User Names or Email Addresses and click Show Users. All general users are denoted by „network, site, and name‟. This list is in alphabetical order by network. If you are unable to see all sites listed, go to the bottom of the pop-up box to Display Contacts. In the drop down menu choose 400 and then click on Show Users at the top of the pop-up box. This will update the number of sites you are able to see and will change your default to 400. Close the window when you have completed your selection. If you are inviting sites to a recurring event, please make sure you click in the radial button next to „All Future Recurring Reservations‟. This defaults to „Only this Reservation‟ and must be changed to „All Future Recurring Reservations‟.
Site Information
Site Information
Click on the Site Information Tabs if you are inviting sites that are not members of the NW TELEHEALTH network. You will receive a pop-up box asking you to save your work. Click Ok. The information on these tabs will be used to conduct technical tests and ensure the best connection with Non-Member sites for your event. This testing can take up to two (2) weeks to complete. Review page 14 for further information on the use of the Site Information Tabs.
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Create an Event
Site Information
Site Information - Continued
Complete the following: All items in RED are required. Site Name and Address Participants Scheduling Contact Info Technical Contact Info Attendance Confirmed? Connecting via Audio? Room Name Notes .
Upload Documents/Handouts
Upload Documents/Handouts
Click on the Upload Documents/Handouts Tab to upload any documents you may have for this event, such as a flyer, an agenda, handouts or presentation. You will receive a pop-up box asking you to save your work. Click Ok. To upload your document: Click on Browse and locate the document within your system Highlight the document Click Open and you will see the file path located in the box to the left of the Browse button Click Upload and you will be requested to enter a description (Title) of this document Click Submit You will see your document under Current Files in the left hand corner of the Upload Documents/Handouts Tab.
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Create an Event
Upload Documents/Handouts
Upload Documents/Handouts - Continued
Additional documents may be loaded in the same manner. If you change this document you can reload it using the same steps. To remove an old document: Click on Display in the middle of the Upload Documents/Handouts Tab page Scroll through until you locate your document Un-check the old document This will remove it from the Current Files location once you click Submit.
Recurring events give you the option to load a document for „Only this Reservation‟ or „All Future Recurring Reservations‟. This defaults to „Only this Reservation‟ and must be changed to „All Future Recurring Reservations‟ by clicking in the radial button.
Publish to Global Calendar
Publish to Global Calendar
To publish your event on the Global Calendar, click on the Publish to Global Calendar Tab. You will receive a pop-up box asking you to save your work. Click Ok. You are able to publish your event to the NW TELEHEALTH Global Calendar from this page. Click in the check box next to NW TELEHEALTH Global Calendar.
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Create an Event
VC Operations
VC Operations
If you have audio/visual needs including a Video Conference operator, click on the VC Operations Tab. You will receive a pop-up box asking you to save your work. Click Ok. This tab contains the information about the event such as the audio/visual equipment needs, the ability to request a VC operator, room set, recording information and any comments you would like the Site Coordinator and technical support team to view. If you are hosting your own event you may want to use this for yourself or whoever is setting up your room. All items in RED are required. Review page 15 for further information on the use of the VC Operations Tab. Click Submit. This will return you to the Event Information Tab.
Submit = Event Scheduled
Submit Event
Review the information on the Event Information Tab and click Submit to schedule your event in Resource Scheduler. If this is a Recurring event you must click in the radial button for „All Future Recurring Reservations‟ before you click Submit.
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Create an Event
Email Notification
Email Notification
A notification email will pop-up for you to review. Confirm all Site Coordinators are listed in the email area Update the Subject line to include the Title of your Event, the date of your event, and the type of event, i.e. Administrative, Clinical, or Educational Click Submit; this will notify the Site Coordinators that an event has been scheduled in Resource Scheduler
This is the Email Notification the Site Coordinators will receive through Outlook.
You will now see the current calendar. Click on your HOME button in the Resource Scheduler Menu Bar to return to the Home Page. Your event is now visible in the „My Reservations‟ area on the Resource Scheduler – Home Page.
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Cancel an Event
Cancel an Event
Event Information
Delete = Event Cancelled
Email Notification
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Cancel an Event
Cancel an Event
Log In
Log in to Resource Scheduler using your login and password provided by your Administrator; see page 4 for further assistance.
Search for Event
Click on the event Title found in My Events on the Home Page or use My Events in the Personal Settings.
Event Information
Event Information
On the Event Information Tab, scroll to the bottom of the page to the Delete button. If this is a recurring event, make sure you choose “Only this Reservation” or “All Future Recurring Reservations”.
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Cancel an Event
Delete = Event Cancelled
Delete Event
Click Delete. A window will pop up with “Continue with delete of this schedule?” click OK. This event is cancelled.
Email Notification
Email Notification
A notification email will pop-up for you to review. Confirm all Site Coordinators are listed in the email area Update the Subject line to include the Title of your Event, the date of your event, and the type of event, i.e. Administrative, Clinical, or Educational Click Submit; this will notify the Site Coordinators that an event has been scheduled in Resource Scheduler.
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Cancel an Event
Email Notification
Email Notification - Continued
This is the Email Notification the Site Coordinators will receive through Outlook. You will now see the current calendar. Click on your HOME button in the Resource Scheduler Menu Bar to return to the Home Page
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Register for an Event
Email Notification Internal Request
Register an Event Register an Event
Email Notification
Internal Request
Reservation Search
Event Information
Event Information
Resource Selection
Resource Selection
Submit = Resource Scheduled
Submit = Resource Scheduled
Register for an Event Options:
There are two options to register for an event. The option on the left is used when an email notification is sent to the Site Coordinator. The option on the right is used if a person at the site requests to attend the event.
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Register for an Event
Register an Event
Email Notification
Email Notification
Open the email and click on the Reservation Link: http://rs.nwtelehealth.org/resourcescheduler/SchedDtl.asp?ID=-##########
Event Information
Event Information
On the Event Information Tab, scroll to the Resource section. Click on the Select button in the Resource section.
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Register for an Event
Resource Selection
Resource Selection
A new window will pop up with Reservation Details – Additional Resources. Show Resources from location/group should default to your location (State – City). Use the drop down box to locate your site. Click Show (This will show the available VC Units for your site). Click in the box next to the unit you will be using. Click Submit, this will return you to the Event Information Tab.
Submit = Resource Scheduled
Submit Event
Click Submit on the Event Information Tab. Your registration for this event is complete.
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Register for an Event
Register an Event
Internal Request
Log In
Log in to Resource Scheduler using your login and password provided by your Administrator; see page 4 for further assistance.
Reservation Search
Search for Event
Click on Display Resource Activity.
Under Scope, select All Locations (Click ok in the pop-up window that states „Selecting all resources may cause a script timeout error). Select All Groups in the next drop down.
Select All under Resource Type. Select the date of the event as the Start Date. Enter a Start and End Time. Select the date of the event or the week ending date as the End Date. Click Submit You will receive a listing of all events in the system for the time frame you requested. Click on the Event Title.
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Register for an Event
Event Information
Event Information
On the Event Information Tab, scroll to the Resource section. Click on the Select button in the Resource section.
Resource Selection
Resource Selection
A new window will pop up with Reservation Details – Additional Resources. Show Resources from location/group should default to your location (State – City). Use the drop down box to locate your site. Click Show (This will show the available VC Units for your site). Click in the box next to the unit you will be using. Click Submit, this will return you to the Event Information Tab.
Submit = Resource Scheduled
Submit Event
Click Submit on the Event Information Tab. Your registration for this event is complete.
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Change a Resource
Change a Resource
Reservation Search
Event Information
Resource Selection
Submit = Resource Changed
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Change a Resource
Change a Resource
Log In
Log in to Resource Scheduler using your login and password provided by your Administrator; see page 4 for further assistance.
Search for Event
Click on Display Resource Activity.
Reservation Search
Under Scope, select All Locations (Click ok in the pop-up window that states „Selecting all resources may cause a script timeout error). Select All Groups in the next drop down. Select All under Resource Type. Select the date of the event as the Start Date. Enter a Start and End Time. Select the date of the event or the week ending date as the End Date. Click Submit You will receive a listing of all events in the system for the time frame you requested. Click on the Event Title.
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Change a Resource
Event Information
Event Information
On the Event Information Tab, scroll to the Resource section. Click on the Select button in the Resource section.
Resource Selection
Resource Selection
A new window will pop up with Reservation Details – Additional Resources. Show Resources from location/group should default to your location (State – City). Use the drop down box to locate your site. Click Show (This will show the available VC Units for your site). Click in the box next to the unit you will be using. Click Submit, this will return you to the Event Information Tab.
Event Information
Event Information
On the Event Information Tab, scroll to the Resource section. Uncheck the box next to the VC Unit you are replacing. This will remove this unit from this reservation.
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Change a Resource
Submit = Resource Changed
Submit Event
Click Submit on the Event Information Tab. Do not click on the Delete button as this will delete the entire event. If you click on the Return button this will return you to the last page you viewed. Your resource has been changed.
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Cancel a Resource
Cancel a Resource
Reservation Search
Event Information
Submit = Resource Cancelled
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Cancel a Resource
Cancel a Resource
Log In
Log in to Resource Scheduler using your login and password provided by your Administrator; see page 4 for further assistance.
Reservation Search
Search for Event
Click on Display Resource Activity.
Under Scope, select All Locations (Click ok in the pop-up window that states „Selecting all resources may cause a script timeout error). Select All Groups in the next drop down. Select All under Resource Type. Select the date of the event as the Start Date. Enter a Start and End Time. Select the date of the event or the week ending date as the End Date. Click Submit You will receive a listing of all events in the system for the time frame you requested. Click on the Event Title.
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Cancel a Resource
Event Information
Event Information
On the Event Information Tab, scroll to the Resource section. Uncheck the box next to the resource.
Submit = Resource Changed
Submit Event
Click Submit on the Event Information Tab. Do not click on the Delete button as this will delete the entire event. If you click on the Return button this will return you to the last page you viewed. Your resource has been removed and your site is no longer registered to attend this event.
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Glossary
Ad Hoc: An event with no recurring pattern. Approvals: This link will take you to a page where you can approve all Resource Scheduler
reservations, if you are the Site Coordinator. Only the Site Coordinator will see this link on the Toolbar. This link is currently not used.
Bridge: Connection between three or more on-network or off-network sites. Description: Brief paragraph about your event. Display Resource Activity: This link is a search engine within Resource Scheduler. You
are able to search for a reservation using the date of the event.
Display Resource Availability: This link is a search engine within Resource Scheduler.
You are able to search for available resources at your facility or another facility.
Event Requestor: Person requesting the event. Event Information: Information associated with the event, i.e. website, registration fee and
contact for registration.
Facilitator/VC Operator: Person at the event handling participant sign-ins, prepping the
speaker, or operating the video equipment.
Find Text in Reservations: This link is a search engine within Resource Scheduler. You are
able to search for a reservation using the name of the event or a key word from the event title.
Global Event: Open to all sites. Help: This link contains an on-line Help Guide. Home: This link will take you to the Home Page from anywhere within Resource Scheduler. Host Site & City: Site hosting the event and the city of the facility. Host Site Room: The room at the host site facility. IP to IP: Connection between two on-network sites.
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Glossary
Login Name: Information supplied by Administrator. Logout: This link will log you out of Resource Scheduler. My Events: This section contains all reservations you have created within Resource Scheduler. My Information: This link contains your personal profile within Resource Scheduler. My Notifications: This section contains all notifications you have received. My Resources: This section contains all the resources from your facility that you have added
to this section.
Northwest TeleHealth Connections: This area contains the current sites listed as On &
Off Network sites.
Password: Information supplied by Administrator. Personal Settings: This area contains information for My Resources, My Events and My
Notifications.
Print View: This link will allow you to print the page you are working on without having to format
your system.
Recurring: The event happens in a pattern, i.e. weekly on the same day and time. Reports: This link will take you to a page where you can customize a report for your facility. Reservation Wizard: This link will be used when you create your reservation. Resource: The video conference unit used for the event. Resource Scheduler User List: This list contains all of the Site Coordinators, Tech Support
and individuals who have a profile in Resource Scheduler.
Satellite: Connection using the NW TELEHEALTH satellite. Scope: The host site facility. Set up Time: Time required to set up the equipment prior to the start time of the event. Title: The name of your event.
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