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To prevent conflicts, you can check if a facility is available to use before scheduling it. You can do this outside of the scheduling process or while you're scheduling an event.

Using the Check Availability Wizard

With the Check Availability wizard, you can find facilities that are available for scheduling without going through the scheduling process.

You can check one or more facilities by name, all facilities at once, or only facilities with particular features. If you have several facilities, checking all of them at once can take a long time. If possible, narrow your search to specific days and facilities.

 To set up an availability search and schedule the available facility
  1. On the Information tab, click Check Availability.
  2. In the Check Availability window, select a method for checking facilities.
    • If you select Check facilities by name and add to list below, select a facility name from the drop-down list.
    • If you select Check facilities by features, a dialog box displays. Enter and select any features you want to check for, and click Apply/OK.
  3. Click Next.
  4. Enter the hours of facility availability to check, the number of minutes that the facility must be available (including setup and cleanup time), and the date range of facility availability to check.
  5. Click Next.
  6. In the grid, select the check box beside the facility or facilities you want to schedule, and click Next. The scheduling wizard for your event displays.

    Useful Information

    You can select one facility to schedule per day.

  7. To complete the wizard, refer to the instructions for the scheduling wizard you're using.
  8. When you're done scheduling, click Finish.

Checking Availability During a Scheduling Process

During any of the scheduling processes, you can check the availability of a facility.

 To check the availability of an event's facility
  1. On any window of the scheduling process, select the event in the list below the calendar, and click Load/Change Event.
  2. In the Dates and Times dialog box, click Check Availability.
  3. In the Check Availability dialog box, select a method for checking facilities.
    • If you select Check facilities by name and add to list below, select a facility name from the drop-down list.
    • If you select Check facilities by features, a dialog box displays. Enter and select any features you want to check for, and click Apply/OK.
  4. Click Next.
  5. Enter the hours of facility availability to check, the number of minutes that the facility must be available, and the date range of facility availability to check.
  6. Click Next.
  7. In the grid, select the facility you want to schedule, and click Finish.
  8. Click Apply/OK.
  9. To complete the wizard, refer to the instructions for the scheduling wizard you're using.



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