RDS Advantage Tutorialrdsadvantage.com/.../2015/07/RDSSchedulerTutorial.pdf4 Overview of Scheduler Features The RDS Advantage Scheduler is used to enter, view and report scheduled

RDS Advantage®

Tutorial

Event Scheduler©

Scheduler Tutorial 7-16-2015

2

Table of Contents

Overview of Scheduler Features 4

Data Entry

Building/Room Maintenance 5

Event and Facility Scheduler Entry 6

E-mail staff with set-up instructions 6

Managing Frequencies 7

Conflicts 9

Change Events (add Building / Room) 11

Building / Room Details for Event 13

Adding Building / Room or New Dates to Existing Event 14

Add Dates and/or Building/Rooms to Existing Event 15

Copy Detail 16

Renumber Event 17

Enroll Individuals in an Event 18

Move Event to New Building/Room 19

Purge Past Events 20

Inquiries

Individual Inquiry 21

Building/Room Query 22

Building/Room Available Query 23

Reports

Event Reports 24

Print Individual Report 26

Building/Room Report 27

Building/Room Available Report 27

Building/Room Frequency Used Report 29

Export File for Calendar on Your Web Site 30

Export CSV Data for 3rd Party Calendar 31

Export iCalendar File 32

Miscellaneous Reports 33

Employee Time Off Schedules

Track Employee Time Off Schedule 34

Sample Employee Time Off Report 37

Export Employee Time Off to Web Calendar 38

Employee Time Off Request Form 38

3

Login to Scheduler

After you log into the RDS system with your username and password, the system screen is displayed.

Each of the main applications of RDS are displayed in a color-coordinated form by People Applications, Accounting, Special Sys-

tems, and System Functions and Controls.

Click on the Scheduler icon and you are taken to the applications of the Scheduler system.

If you are familiar with the specific application you want, enter it in the program field, and you will move

directly to that applications. This is the GoTo feature. Click on the Lookup button to see a list.

GoTo

4

Overview of Scheduler Features

The RDS Advantage Scheduler is used to enter, view and report scheduled dates and Building/Rooms of events, facilities, activities, vacation/time off and equipment.

Scheduled events can be exported from the Scheduler to calendars installed on your web site, if the calendars can import .CSV or .ICS files. One or multiple web calendars may be used on a web site.

An event can be scheduled for multiple Building/Rooms and dates over an extended period of time.

The system will not permit double scheduling of a facility or person at the same time, unless you specify not to check for conflicts.

An unlimited number of events, buildings and rooms and facilities can be tracked.

Functions of the Scheduler:

Maintenance:

Event, facility and equipment scheduling

Employee time-off tracking

Move event to a new Building/Room

Building/Room Maintenance

Purge past events

Notify staff for event set-up

Queries:

Individual query

Building/Room query

Building/Room available query

Reports:

Event reports (includes custodial info)

Individual report

Building/Room report

Building/Room available report

Building/Room frequency used report

Export event information to web calendars

Export event information to foreign calendars

Miscellaneous reports (you generate by ReportRight)

Data Export

5

Building/Room Maintenance—SH103

The first step is to enter your Building/Rooms in Building/Room Maintenance. Include all equipment, vehicles and facilities you want to be able to schedule. Additional entries can be made any time.

Initial Entry (in Add mode):

Enter the name or abbreviation for the building in which the room is located.

Enter the number or designation for the room (or facility, equipment, vehicle, etc.).

Enter a description for the room.

The address and phone number are optional.

At your option you may enter the square feet and the number of tables and chairs (or the maximum number possible).

Click on the check boxes if you want to upload this Building/Room to Virtual Village for scheduling.

Click the ‘OK’ button when complete to save the entry.

Changes (in Change mode):

You may change information about a Building/Room at any time (or delete an entire entry).

Click on the ‘Lookup’ button to see a list of records already entered. Enter a partial entry and click

on Lookup to begin the list at that point.

After making changes, click on the ‘OK’ button to save the changes.

Note: You cannot schedule a facility until it has been entered in this Building/Room Maintenance win-dow.

Click on the ‘Event List’ icon on the top toolbar to see a list of events that have already been scheduled

Select ‘Building/Room Maintenance from the Maintenance menu column of the Sched-uler.

Choose ‘Add’ mode for new entries.

6

Event and Facility Scheduler Entry Window—SH101

Events are entered by Groups of events. Within each group the system automatically numbers the events with a sequence number as they are entered.

Events are entered by groups to facilitate exporting them to individual calendars on your website or in Virtual Village web calendar applications.

Choose ‘Add’ mode to make new entries.

Decide upon a system for identifying event records before beginning data entry. A good system is to use alpha characters for the groups for which you will be entering events and scheduling facilities. In the 'Number' field increment each event for the same group. In Add mode the system will automatically increment each new event for a group. For example:

Group Number

EDUCA 1 to 99999 - for education events

BIBLE 1 to 99999 - for Bible study

YOUTH 1 to 99999 - for youth events

MISS 1 to 99999 - for mission events

MUSIC 1 to 99999 - for music events

WEDD 1 to 99999 - for weddings

etc., to meet your needs

Frequency options

Day of the week options

Send e-mail to staff with instructions for set-up.

7

If using “Month” frequency you have these options

If using “Week” frequency you get these options

If using “All Days” frequency you have these op-

If using “Week” frequency and selecting Sunday and ‘every Other’ you have this arrangement of days—see the * on the calendars below.

These calendars will pop-up after clicking ‘OK’ to allow the user to view the dates added.

To view these calendars any other time click on the ‘Cal (F3) icon.

You can use the Page UP and Page Down to view other months. Type a day number to add or delete a day.

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If using “Month” frequency and selecting Sunday 1st and 3rd you get this arrangement of days—see the * on the calendars below.

These calendars will pop-up after clicking OK to allow the user to view the dates added.

To view these calendars any other time click on the Cal (F3) icon.

You can use the “Page Up” or “Page Down” to view other months

Arrow down or click on the “Enter Month & Year” and type in the month and year you want to view

Type in a day number to delete or add dates to the month (watch the * appear and disappear)

Check the title bar on the calendar to see what Event/Building/Room you are deleting or adding dates for.

Watch the title bar to make sure you are looking/changing the right Event/Building/Room

In this case our event is

“MONTH 00000”

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Another calendar you can view from the Cal (F3) icon

This calendar will show any “possible conflicts” with other events already scheduled in for the same building/room for the date(s) and times currently on the screen.

These “possible conflicts” display as a red * and you do not have an option to enter a day. You can still Page Up and Down the months or enter the month and year you want to view.

The user can quickly check what is available.

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Note: When exporting events to the RDS Advantage web calendar on your web site, use a unique

series of Event Groups for those events you want displayed on the web calendar. In other words, if

the event is NOT to be included on the web calendar, you might use 'W' or 'W' 'X' 'Y' and 'Z' for the

first letter of all those Groups. This will make it possible to omit from the web calendar any events

you don't want displayed. If using more than one web calendar, use groups in alphabetical

sequence that make it possible to choose a range of events for each web calendar.

Enter beginning and ending dates for the event. Click on the ‘Lookup’ button to see a calendar. You

can select dates from the calendar.

Enter the beginning and ending times for the event. Type "A" or "P" after the time to designate AM

or PM (the system defaults to AM).

Note: If scheduling a set up time and clean up time, include this in the beginning and ending

schedule times. For example, if an event begins at 9 AM and ends at 10AM, and there is a 15

minute set up and clean up allowance, then enter the beginning and ending times at 8:45 AM and

10:15 AM.

Type a description for the event. The event description can be typed in all uppercase or in

upper/lower case. When exporting to the web calendar, upper and lower case is recommended.

Click on the Lookup button to see a list of scheduled events.

If the event takes place in an untracked Building/Room (not one of the buildings and rooms regularly used

by your organization), enter a description for where the event takes place.

Optionally, enter the purpose of the event.

Optionally, enter the person with whom the event meets.

Enter a comment about the event.

Click on the check box if you want to check for conflicts in scheduling facilities and equipment.

If choosing to check for conflicts the system prompts:

Are you sure you want to check for conflict?

If choosing to check for conflicts the system prompts for the meeting dates frequency and the

building and room.

Meeting Dates Frequency:

Click on the arrow at the end of the field to choose the meeting dates frequency. The options are:

Month Week All Days One Date Continuous (overnight) Add Another Date

Enter the building and room/facility for the event. Click on the Lookup button to see a list of buildings and room locations from which to select. Click on the check box to upload this Building/Room to Virtual Village.

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Changing events (adding Building/Room and dates to existing event)

When you choose Change mode and select an event by typing in the Group/Number or lookup, it will default to the first date entered or tell you: "There are no specific date(s) entered for this event. Select a 'Meeting Dates Frequency' to begin adding dates to this event.”

Selecting a “Meeting Dates Frequency” in Change mode will trigger the program to know you are add-

ing more dates.

Modify a different date—you can click on the lookup beside the “Building/Room” or “Day of the Week” field and select another Building/Room/date to modify.

You can only change the “Use Time” and the Set/Clean Up Time.

To change the “Building/Room” or “Day of the Week” you have to delete and add the new date.

To delete one date click on the Cal (F2) icon and follow the instructions on page 5.

To add another date—Click on the 'Meeting Dates Frequency', choose “Add another date” (or Month or Week) and the program will prompt you for the other information (see next page)

Enter the time of day to begin setting up the room for the event. Type the time, followed by "A" for

AM or "P" for PM. Enter the time of day to finish having the room cleaned up after the event. This is

for the use of the janitor. Type the time, followed by "A" for AM or "P" for PM.

Note: The time allowed for setting up and cleaning up after the event cannot be scheduled for

another event.

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Change Events

If choosing 'Month' for the meeting dates frequency, select the day from the drop-down window.

The system displays fields to enter the beginning and ending time of use, times for set up and

clean up, if appropriate, and fields to determine the day of the week, and the repetition of the day

during the month (i.e., (1)st, (2)nd, etc. or (A)ll). You can also choose Every (O)ther, (F)ourth,

(S)ixth, (E)ighth, (T)welfth or (A)ll.

If using 'Week' for the meeting dates frequency, you can choose (1)st, (2)nd, (3)rd, (4)th, etc., or

(A)ll, and/or Every (O)ther, (F)ourth, (S)ixth, (E)ighth, or (T)welfth.

Choose 'Continuous Overnight' if the event is to run continuously (day and night). If choosing this

option, all dates and times are included from the beginning date and time entered until the last date

and time entered.

You may use the calendar at any time by clicking the Calendar Icon, Function Key F2, on the top

toolbar. When the calendar is displayed use the 'Page Up' or 'Page Down' keys to move from

month to month. Type in a day number to delete or add dates to the month (watch the * appear and

disappear on each day of the calendar).

After clicking 'OK' the system will pop up a calendar to view the dates added. The calendar can be

displayed at any time by clicking on the 'Cal' (F2) icon on the top toolbar. Press 'Page Up' and

'Page Down' to view other months. Type in the day number to delete or add dates to the month

(watch the asterisk (*) appear and disappear). Watch the title bar on the calendar to make sure you

are looking/changing the right Event/Building/Room.

If NOT checking for conflicts, the system prompts,

Are you sure you do NOT want to check for conflicts?

If choosing to check for conflicts the system prompts for the meeting dates frequency and the

building and room.

Virtual Village Options:

Click on the Lookup Button to choose the calendar on which this event shall be displayed.

Click on the check box to upload the event to the Virtual Village calendar.

Click on the check box to include the event on the Master (public) calendar.

The system will display the date, time and initials of the person who made or updated the entry.

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Details for this Event / Building / Room:

Details for this Event / Building Room:

If applicable, enter the name of a person responsible or in a supervisory role for the event.

Enter the custodial crew which is responsible for setting up the facility. Use the same terminology

each time a custodial crew is entered so that reports for each crew will be uniform.

Type any food or equipment or special arrangements that are to be made. Up to 70 characters may

be entered.

Type any notes that would be helpful to know about the event. Up to 70 characters may be entered.

If the event is identified with a particular user, enter the person's name. For example, for a wedding

you might want to identify the bride, groom or parents.

Enter the estimated number of attendees at the event, if helpful.

If there is a fee for the use of the facilities, enter the amount.

If billing for a fee for facility use, enter the date billed.

When payment is received for the bill, enter the amount paid and the date paid.

Note: The fee, billing date, amount paid and date paid are not accounting entries, but are memos.

Note: For future scheduling, when exact dates, times and Building/Rooms are uncertain, you can

schedule the same Building/Room for the same date and time in the following way:

Example: Schedule "Room 180" for March 15, 2006 at 10AM. Then later schedule it for additional

events. Assume, over a period of time you wind up with three different events assigned to Room

180 March 15, 2006 at 10AM.

Solution: Set up in the Building/Room Maintenance application Room 180, Room 180A, Room 180B,

Room 180C., etc. When the system tells us that one is already scheduled, assign the event to the

next unscheduled one - A, B, C, etc.

Print reports to show scheduled events, and when we see an A, B, C, etc., we know we have

scheduled that Building/Room more than once. As you resolve these conflicts you reassign the events.

When all entries are complete, click on the 'OK' button displayed at the bottom of the window to

save the entry.

Notes: If changing the beginning and ending times on the first SH101 window, the system prompts:

Do you want to update all Building/Rooms for this event (Y/N)?

Answer 'Yes' and all Building/Room records are updated if the original beginning and ending times match the Building/Room beginning and ending times.

If moving an event to another beginning and ending date range and there are Building/Rooms assigned to

dates no longer in the range, the system prompts:

Building/Rooms reserved outside this beginning and ending date range will be deleted!

Are you sure you want to change the date period (Y/N)?

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If changing a one date event to another date and there are no conflicts, all of the Building/Rooms will be

moved to the new date. If there is a conflict, the system warns the user and allows you to abort the

change.

If changing the 'Designate Building/Room' check box from 'Y' to 'N,' the system prompts:

This will remove ALL building room reservations from this event -- Are you sure (Y?N)?

Answer 'Y' (yes) and the check box is cleared and the building room reservations for the event are

removed.

Adding Building/Room or new dates to an EXISTING EVENT:

When you choose 'Change' mode and select an event by typing the Group/Number (or selecting

from the Lookup window), it will default to the first date entered or tell you: 'There are no specific

date(s) entered for this event. Select a 'Meeting Dates Frequency' to begin adding dates to this

event.'

Selecting a 'Meeting Dates Frequency' in 'Change' mode will trigger the program to know you are

adding more dates.

Modify a different date: You can click on the Lookup beside the 'Building/Room' or 'Day of the

Week' field and select another Building/Room/date to modify. You can only change the 'Use Time' and the

'Set/Clean-up Time.'

To change the 'Building/Room' or 'Day of the Week' you must delete and add the new date.

To delete one date click on the Calendar (Cal, F-2) icon.

If adding a building or room , or new dates to an existing event, choose 'Change' mode and select

the event.

Click on 'Meeting Dates Frequency.'

Choose 'Add another date' (or Month or Week)

Select how you want to add the new information ('month,' 'week,' 'add another date.'

Select Building/Room, times and other information and click 'OK.'

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To add dates and/or Building/Rooms to an existing event—

Choose Change mode.

Click on down arrow beside “Meeting Dates Frequency”

Select the Frequency

Select the Building/Room… etc

Click ‘OK’

When you click OK it should display a calendar with the Building/Room on the title bar and the date you added should have an * beside it.

You can change this by entering the date or

Escape <ESC> out of the calendar.

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Copy Detail

If you have an event with date and detail entered, in either Change or Add mode, click on the 'Copy

Detail' icon (Shift F2) to select detail information from another event and copy it into the Event

Detail portion of your window. This saves data entry when entering other Building/Rooms for a multi-ple location/date event.

This information is only saved by Event/Building Room - so for example, another date with the

same Event/Building Room will have the same 'Detail' information automatically.

See example below of other event details displayed when you click on the Copy Detail icon:

You can use the scroll bar to find the details you want copied, or press CTRL-F for the search window, then enter the text you want to find. To continue searching for the same text, click the F-5 function key.

When you find the details you want to copy, double click on the event and those details will be entered into the details for the event window open.

The “Copy Detail” (sF2) icon will allow you to select detail information from another event and copy it into the event on your screen, as shown at right.

This information is only saved by Event/Building Room—so for example, another date with the same Event/Building Room will have the same “Detail” information automatically.

17

Renumber Event - SH108

The Group and the Number for an event are keys and cannot be changed in the SH101 Maintenance

window. To renumber an event, select ‘Renumber Event’ from the Scheduler Maintenance menu.

Enter the group and number for the event to be renumbered, then enter the new event group and number.

If there is a conflict between the old and new numbers you will receive an error message.

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Enroll Individuals in an Event

To enroll one or more individuals in an event, while in the Events Scheduler, SH101, click on the Indi-vidual / Organization Entry icon on the top tool bar.

In “Add” mode select the individual you want to enroll in the Individual Scheduler selection window.

Click on the Lookup button to see a list. You can place the cursor in the last name field and type all

or part of a name, then click on the Lookup button to begin the lookup at that alphabetical point.

Click on the OK button to save the selection.

Select Individuals by Activity to enroll in an event:

Click on the Activity List icon on the top toolbar to enroll all or some of those enrolled in an activ-ity.

Click on the Lookup button to se-lect an activity, then choose to select individually or all those in the activity.

When selecting individually high-light the person and press ENTER.

19

Move Event to a New Building/Room—SH107

To move an already established event to a new Building/Room, click on the ‘Move Event to a New Building/Room’ option on the Scheduler Maintenance menu.

Click on the Lookup button to select the event to be moved.

Click on the Old Building and Old Room Lookup buttons to select the ones to move.

The beginning and ending dates will be displayed.

Click on the Lookup button to choose a new building and a new room.

Click on the OK button to save the changes.

20

Purge Past Events—SH111

To delete events that have already occurred, select Purge Past Event from the Scheduler Maintenance menu.

Enter the date before which events are to be deleted. For example, if entering 12/31/2001, then all

events which ended before that date will be deleted.

Click on the radio button to choose to delete “Whole events when all dates qualify,” or “Any

individual date that qualifies.”

Click on the OK button to process the purge.

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Individual Inquiry—SH202

To look up scheduler information about individuals, select Individual Query from the Scheduler Inquire menu.

Note: This scheduler is not designed to be an appointment scheduler for individuals. It does have the ability to enroll individuals in events.

Select the first and last name for the person whose schedule is to be seen. Click on the Lookup

button to see a list from which to choose.

Choose the date range for the inquiry.

Press ENTER in the beginning and ending dates to select today’s date. Enter a beginning and

ending date for a specific date range if choosing “Specify” for the date range.

Click on the OK button to process the inquiry.

A list of the individual’s scheduled activities will be displayed.

22

Building/Room Query—SH203

Click on Building/Room Query on the Scheduler Inquiry menu to see events scheduled for a facility.

Click on the building Lookup button to select the Building/Room for the inquiry.

Click on the radio button to choose the date range, or click on “Specify” to enter a specific range of

dates.

Click on the OK button to process the inquiry.

The system will display all the events for the selected Building/Room which take place during the time

period selected.

For each event the Event Key, dates, setup time beginning and ending times, cleanup time, and

description of the event will be displayed.

23

Building/Room Available Query—SH204

Click on ‘Building/Room Available Query’ on the Scheduler Inquire menu to see a list of Building/Rooms available (not booked) for a specific range of dates and/or times.

Click on the Lookup button to choose a specific Building/Room, or leave this field blank for all Building/Rooms.

Enter a beginning and ending date for the query.

Enter a beginning and ending time.

Click on the day of the week, or click on All days. You may choose up to four different selections

for the day.

Click on the “Include Events” check box to see scheduled events in addition to times available.

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Select ‘Event Report’ from the Scheduler Print menu to print information about scheduled events.

Event Reports—SH301

Choose to print information in order of events, then dates, or in order of dates, then events.

Click on the radio button to choose from four types of reports. Events prints only a list of events.

Event/Building/Room prints a list of events and Building/Rooms. Event/Individual # prints a list of events and

individual numbers scheduled for each event. Event/Individual Name prints a list of events and the

names of individual scheduled for each event.

Click on the date range to be included. Click on Specify to select a specific range of dates.

Event Types:

Choose to include all events, Virtual Village Event Only, or Non-Virtual Village Events Only. Virtual

Village events are those that will be exported to the Virtual Village calendar(s).

If choosing only Virtual Village event types, click on the button to choose either All events, public

events only, or non-public events only. Public events are those that anyone can see; non-public

events are those that only password protected calendar events can see.

If choosing non-Virtual Village events only, then no events to be uploaded to Virtual Village

calendars will be included.

Event Building/Rooms:

If choosing Report Type of Event Building/Room and Event Type of Virtual Village Events, then choose

All Building/Rooms, Upload Building/Rooms Only, or Non-Uploaded Building/Rooms for the report.

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Enter a beginning and ending date period and range of events to be included.

Enter a beginning and ending Group of events to be included.

Enter a beginning and ending Event Number for the Group(s) to be included.

Note: Press TAB or ENTER in the above beginning and ending fields to include all.

Click on the check box to include the event purpose, comments, etc.

Click on the check box to include billing information.

Click on the check box to include custodial information.

Click on the check box to include setup and cleanup times.

Click on the check box to place a line between groups and numbers.

Click on the check box to place a blank line between events.

Click on the check box to page break on the output order. If choosing to page break, each

event/date or date/event will be printed on separate pages.

Click on the Print button to choose a printer, or click on the File button to print to a file.

Click on the ‘Export’ button to export the information in the file format of your choice: (e.g., comma

delimited, TAB, MDB, etc.).

Note: After completing the selections, you can save them for future use. Click on

the “Add Report” icon on the top toolbar and name your report. To use it again click on

the “Select Report” icon and select the report you previously saved.

26

Print Individual Report—SH302

Select ‘Individual Report’ from the Scheduler Print menu to print information about individual sched-

ules.

Select ‘Individual Report’ from the Scheduler Print menu to print information about individual

schedules.

Choose to print in order of family number, name or in order of date and time.

Select a date range from the list of options.

Choose whether or not to print on a separate page (Page Break) the information, based upon the

print order selected.

Press TAB or ENTER in the beginning and ending dates for today’s date, or enter a selected range

of dates.

Press TAB or ENTER in the beginning and ending last name fields for all, or enter a selected range

of last names. Click on the Lookup button to see a list of names.

Press TAB or ENTER in the beginning and ending first name fields for all, or enter a selected range

of first names. Click on the Lookup button to see a list of names.

Choose whether or not to include event information.





27

Building/Room Report—SH303

Select ‘Building/Room Report’ from the Scheduler Print menu to print a list of Building/Rooms.

Choose to print a report for Building/Rooms/Events, for Building/Room Master by buildings, or Build-ing/Room Master by descriptions.

Select the order in which to print – by building/room; by date/time; or by Building/Room description.

Choose the date range for the report.


of dates.

Press TAB or ENTER in the beginning and ending buildings to select all, or enter a selected range

of buildings.

Press TAB or ENTER in the beginning and ending rooms to select all, or enter a selected range of

rooms.

Click on the check box to include custodial information.

Click on the check box to include billing information.

Click on the check box to include address information.





28

Building/Room Available Report—SH305

The purpose of this report is to print a list of Building/Rooms that are available for scheduling. Select ‘Building/Room Available Report’ from the Scheduler Print menu.

Click on the date range for the report.

Click on the Page Break check box to print each building/room on a separate page.

Press TAB in the beginning and ending dates for today’s date, or enter a selected range of dates.


of buildings.


rooms.

Press TAB or ENTER in the beginning and ending description fields to include all descriptions.

Click on the Include Events check box to include the events in the report.





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Building/Room Frequency Used Report—SH307

This report will show how frequently facilities are used by length of time and by percent of time.

Choose to print in order of building/room, or in order of the Building/Room description.

Press TAB or ENTER in the available time fields to include all times, or enter a selected range of

times.

Choose the date range for the report.

Choose to include Building/Rooms with no events, or all Building/Rooms.



of buildings.


rooms.

Press TAB or ENTER in the beginning and ending description fields to include all descriptions.

Choose whether or not to include other information.

Click on the Print button to choose a printer, or click on the Merge button to extract data for use in

other third party applications.




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Export File for Calendar on Your Web Site —SH306

This application exports to the web calendar events you want on your RDS Advantage web calendar.

Select ‘Export File for RDS Calendar on Your Web Site’ from the Schedular Print menu.

Click on the Lookup button to select the web calendar for the export.

Choose the date range for the data to be exported.


Press TAB in the beginning and ending events for all events, or enter a selected range of events.

Press TAB in the beginning and ending year for the export.

The system will display information about the calendar. This information is established in the

System – RDS Calendar on your web site maintenance, CS108, when the calendar was installed.

Click on the Export button to send the scheduled events directly into your RDS web calendar.

Note: There are three export programs available that send event information from the RDS Advantage Scheduler to web calendars.

1. Export File for RDS Calendar on Your Web Site: This exports event information in CSV delimited file format.

2. Export iCalendar file for calendars that import ‘iCAL’ file formats (*.ics).

3. Export CSV Data for 3rd Party Calendars.

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Export CSV Data for 3rd Party Calendar —SH304C

If using a calendar application such as Calendar Creator, this application can export the events

entered in the Scheduler to the 3rd party calendar application.

Select ‘Export CSV Data for 3rd Party Calendar’ from the Scheduler Print menu.

Choose the date range for the events to be exported.


of dates.

Press TAB or ENTER in the beginning and ending events for all events, or enter a selected range

of events.

Press TAB in the beginning and ending year for the export.

Click on the Export button to create a file containing the exported events. This file is in comma

separated values (CSV) format. You will be prompted for a file name and Building/Room.

Note: Most calendar applications have an import function that will import the file created here. Most

calendar applications use a CSV file format to import. iCAL calendars use an iCAL file format (*.ics).

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Export iCalendar File —SH304I

If using a calendar application using iCAL (i.e. *.ics) Calendar format, such as used in SkyCMS, this appli-cation can export the events

entered in the Scheduler to the iCalendar.

Click on the Lookup button to select the web calendar for the export.

Choose the date range for the data to be exported.


Press TAB in the beginning and ending events for all events, or enter a selected range of events.

Press TAB in the beginning and ending calendar number for the export.

Enter the file name being exported to the iCalendar. The file extension must be a ‘.ics’ file.

The system will display information about the calendar. This information is established in the

System – RDS Calendar on your web site maintenance, CS108, when the calendar was installed.

Click on the Export button to send the scheduled events directly into your web calendar.

Note: There are three export programs available that send event information from the RDS Advantage Scheduler to web calendars.

1. Export File for RDS Calendar on Your Web Site: This exports event information in CSV delimited file format.

2. Export iCalendar file for calendars that import ‘iCAL’ file formats. These file formats have a .ics file extension.

3. Export CSV Data for 3rd Party Calendars.

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Miscellaneous Reports

Miscellaneous Reports contains a list of reports that have been created using the RDS Advantage

ReportRight report writer. The report writer can assign a report to this menu Building/Room so that it can

be accessed in the Scheduler list of miscellaneous reports.

Select the report to run.

Note: You can create your own unique reports using any of the information stored in the Scheduler

system, using RDS Advantage ReportRight.

Data Export:

You can export data out of the Scheduler data files using this application.

Select ‘Data Export’ from the Scheduler Print menu.

A list of reports that have been generated by the RDS Advantage ReportRight report writer (and

assigned to this list) will be displayed.

Select the report you want by highlighting the report name and pressing ENTER.

The system prompts you for the file format. Choose ASCII, CSV, Microsoft Database (MDB), TAB or

other file format listed.

You will be prompted for the Building/Room and name for the file. Click on the browse button if you want

to look for a directory.

The file will be created in the file format you selected, and will be located in the directory chosen

with the file name you typed (i.e., C:\temp\Events.csv).

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How to Use RDS Scheduler To Track Vacations, Personal Time Off, and Other Staff Schedules

Print Combined Vacation Report

1. Set Up Building/Rooms

In the Scheduler “Building/Room Maintenance” window create “Vacation.” Place the staff person’s name

in the “Room” field. You may type the full name of the person in the “Description” field. Create one

In the window above set up the building as ‘Vacation’ and the room as the staff person’s name. Enter one for each staff person for whom vacations will be scheduled.

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2. Set up the Event

Enter the vacation (time off) time for each person in the Individual and Events Scheduler, SH101.

Note: It is recommended that the “Event Group” be at the end of the alphabet, such as

“ZZ” in the example below, so it will not conflict with other types of events.

In this window set up the event group for vacations. Each staff person’s vacation days are set up as a separate event. You can export vacations into an RDS Advantage Web Calendar on your website estab-lished for Vacations. Password protect this web calendar if you do not want anyone except staff to have access.

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3. Reporting

To print lists of vacations use “Event Scheduler Report,” SH301.

The “Date/Event” option for print order is recommended.

Above is the selection window for setting up a composite staff vacation report.

See example on next page.

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4. Sample Vacation Schedule Report—SH301

Reports can be printed for any range of persons, dates and times.

Date Day Time Group Num Event Description

10/02/06 Mon 8:00AM-5:00PM ZZ 1 Pastor Bob Vacation

10/03/06 Tue 8:00AM-5:00PM ZZ 1 Pastor Bob Vacation

10/04/06 Wed 8:00AM-5:00PM ZZ 1 Pastor Bob Vacation

10/05/06 Thu 8:00AM-5:00PM ZZ 1 Pastor Bob Vacation

10/06/06 Fri 8:00AM-5:00PM ZZ 1 Pastor Bob Vacation

10/09/06 Mon 8:00AM-5:00PM ZZ 2 BARBARA DAVIS-VACATION

10/10/06 Tue 8:00AM-5:00PM ZZ 2 BARBARA DAVIS-VACATION

10/11/06 Wed 8:00AM-5:00PM ZZ 2 BARBARA DAVIS-VACATION

10/12/06 Thu 8:00AM-5:00PM ZZ 2 BARBARA DAVIS-VACATION

10/13/06 Fri 8:00AM-5:00PM ZZ 2 BARBARA DAVIS-VACATION

11/27/06 Mon 8:00AM-5:00PM ZZ 3 PASTOR BOB VACATION

11/28/06 Tue 8:00AM-5:00PM ZZ 3 PASTOR BOB VACATION

11/29/06 Wed 8:00AM-5:00PM ZZ 3 PASTOR BOB VACATION

11/30/06 Thu 8:00AM-5:00PM ZZ 3 PASTOR BOB VACATION

12/01/06 Fri 8:00AM-5:00PM ZZ 3 PASTOR BOB VACATION

12/26/06 Tue 8:00AM-5:00PM ZZ 4 CAROL WILLIAMS-VACATION

Tue 8:00AM-5:00PM ZZ 5 PASTOR BOB-VACATION

12/27/06 Wed 8:00AM-5:00PM ZZ 4 CAROL WILLIAMS-VACATION

Wed 8:00AM-5:00PM ZZ 5 PASTOR BOB-VACATION

12/28/06 Thu 8:00AM-5:00PM ZZ 4 CAROL WILLIAMS-VACATION

Thu 8:00AM-5:00PM ZZ 5 PASTOR BOB-VACATION

12/29/06 Fri 8:00AM-5:00PM ZZ 4 CAROL WILLIAMS-VACATION

Fri 8:00AM-5:00PM ZZ 5 PASTOR BOB-VACATION

Rpt Period: 10/1/2006 through 12/31/2006

Report Type: Event Events: all through ZZZZZ99999

Reports can be printed for any range of persons, dates and times.

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5. Export Vacations to RDS Advantage Web Calendar or Third Party Calendar

Use the Scheduler to export vacations to your RDS Advantage Web Calendar. You can establish an addi-tional web calendar on your website just to display and print vacations. If you like, the vacation calen-dar can be password protected so only authorized persons can see it. Use “Export Calendar to Your Website,” SH306.

You can export vacations to third party calendar programs, such as Calendar Creator (www.broderbund.com). Use “Export CSV Calendar to Third Party Calendar,” SH304C.

6. Use the RDS Advantage Schedule Request Form

RDS Advantage provides a schedule request form you can place on your website. Individuals can enter their request for a vacation time and automatically send it by e-mail to the person who approves vaca-tion and other times off.

This request form is also used for persons to request scheduling of facilities, events and equipment.

To use this form request that RDS staff customize the form with the e-mail address to whom you want requests sent.

The form includes the name, phone, and e-mail address of the one making the request, so a response can be made.

Copyright by RDS Publishing 2012 All rights reserved

Documents

RDS Advantage Tutorialrdsadvantage.com/.../2015/07/RDSSchedulerTutorial.pdf4 Overview of Scheduler Features The RDS Advantage Scheduler is used to enter, view and report scheduled