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Reports - Cal4Schools

Facililties Setup Report

Facililties Setup Report
  1. From the Report drop-down list at the top right select Facility Setups
  2. Select a building from the left drop-down list on the report screen
  3. Select “All Facilities” or a specific facility from the second drop-down list
  4. By default the Data to Include will have both boxes checked and will therefore include data entered directly via the Facility Request section of Calendar4Schools as well as via the Signup Sheets section. Uncheck one of the boxes if you need to see setups from only one source.
  5. By default, today’s date is in both the Begin Date and End Date fields. You can change the dates by either keying in the dates in the format m/d/yyyy or using the mini calendars to select the desired date range.
  6. Click the Search button to create the report. The data from the fields that were filled in when the request was submitted are listed in the report. Not all fields are required so some cells in the table may be blank.

Note: The Setup Start/End field is white where the others are gray. This field lets those involved in setting up the facility for the scheduled event know if there is extra time required outside of the event time, that the public can see in the calendar, which is pulled from the Event Start/End field.

7.     Print/PDF is describe in the next step

Print – Fast printout in HTML format which will include a header and footer.

Save PDF - This button will create a PDF of the report that can be printed (without the HTML header/footers) or saved as a file.  This is useful as an email attachment.

Signup Sheets Report

Signup Sheets Report
  1. From the Report drop-down list at the top right select Signup Sheets
  2. Select a building from the left drop-down list on the report screen
  3. Select “All Signup Sheets” or a specific Signup Sheet from the second drop-down list
  4. By default, today’s date is in both the Begin Date and End Date fields. You can change the dates by either keying in the dates in the format m/d/yyyy or using the mini calendars to select the desired date range.
  5. Click the Search button to create the report. Note: If the user reserving the time does not enter a title their name will appear as the title by default if the “Prefill Signups with User’s Name” is checked in the Signup Sheet’s setup.
  6. Print/PDF is the same as for the Facility Request Report on the previous page.

Resource Usage Report

Resource Usage Report
  1. From the Report drop-down list at the top right select Resource Usage
  2. Select a building from the left drop-down list on the report screen
  3. Select “All Resources” or a specific resource from the second drop-down list
  4. Sort the report by date or by resource using the third drop-down list.
  5. By default the Data to Include will have both boxes checked and will therefore include resources requested in a calendar event as well as those requested via a signup sheet. A signup sheet can be set up to be attached to a specific resource.
  • In the screen shot above, “Projector 101” was selected as a resource needed when the calendar event was created for the March date.
  • In the April date a signup sheet for a SmartBoard, which was attached to Projector 101 in the setup of that signup sheet, was used. Simply signing up for the SmartBoard marked “ Projector 101” as busy for the same time the SmartBoard was in use.  This type of setup is useful because “Projector 101” can be used without a SmartBoard but the SmartBoard needs to have a projector with it to be used.
  • Uncheck one of the boxes if you need to see setups from only one source.

6.     By default, today’s date is in both the Begin Date and End Date fields. You can change the dates by either keying in the dates in the format m/d/yyyy or using the mini calendars to select the desired date range.

7.     Click the Search button to create the report. The data from the fields that were filled in when the requestwas submitted are listed in the report. Not all fields are required so some cells in the table may be blank.

8.     Print/PDF is the same as for the Facility Request Report.

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