FSDirect Instructions

Overview:

Access FSDirect through Employee Quick Links
 

Using the New Schedule Tab choose between:

  1. Normal Schedule = One event held on single day. If you use normal schedule and choose multipleconsecutive days, automation thinks event lasts ‘til Sunday. ie. vent 3:00-6:00 on Friday, Saturday & Sunday - HVAC will run until midnight all nights until Sunday since the entire event isn't over.

  2. Recurring Schedule = Multi Day with all same times Will consider 3 separate events in the same schedule. So three 3 hour events Say times are 3:00-6:00, the HVAC stays on for those hours only

  3. Irregular Schedule = Multi Day with different times and rooms (INCLUDES ALL SLEEPOVERS) Will consider 3 separate events, times, choose all events separately Say times are 3:00-6:00 on Fri and 10:00-12:00 on Sat, the HVAC stays on for those hours only

Normal Schedule - One event held on single day.

Status: If entered as Submitted the event will route to the approver at your site. If you are the approver you can enter Approved and the event will route directly to the Facilities Coordinator.
Event Title: This will appear on Community Use calendars as well.
Event Description: Give brief description
Location: Enter site location.
DO NOT USE BUILDING
Rooms: Cick the binoculars for a list of the site rooms. You can choose multiple rooms. Room not in list – add room number in desc.
Event Date(s): Use the calendar to choose date. For normal schedule you will only choose one date.
Start Time: Actual start time of event; any automation will use this time.
End Time: Actual end time of event; any automation will use this time.
Setup Begin Time: For additional time needed prior to event. This time drives automation.
Breakdown End Time: For additional time needed after event
Duration: Will populate based on times you entered above.
 
At this point Check Availability for the location/room/date/time, then continue with the Additional Information section.
 

Recurring Schedule - Multi Day with all same times

Status: If entered as Submitted the event will route to the approver at your site. If you are the approver you can enter Approved and the event will route directly to the Facilities Coordinator.
Event Title: This will appear on Community Use calendars as well.
Location: Enter site location.
Rooms: Cick the binoculars for a list of the site’s rooms. You can choose multiple rooms.
Start Time: Actual start time of event; automation will use this time.
End Time: Actual end time of event; automation will use this time.
Setup Begin Time: For additional time needed prior to event Breakdown
End Time: For additional time needed after event
Duration: Will populate based on times you entered above.
Start Recurrence: Use the calendar to choose date of first occurrence.
Recurrence Pattern: Choose Weekly or Monthly and enter the recurrence. Daily will include weekends.
End Recurrence: Use the calendar to choose date of last occurrence.
 
At this point Check Availability for the location/room/date/time, then continue with the Additional Information section.
 

Irregular Schedule - Multi Day with different times & rooms (INCLUDES ALL SLEEPOVERS)

Status: If entered as Submitted event will route to approver at your site. If that is you, enter Approved and the event will route directly to the Facilities Coordinator.
Event Title: This will appear on Community Use calendars
Location: Enter site location. You’ll need to scroll down to the New Events section to enter each irregular schedule separately.
Rooms: Cick the binoculars for a list of the site’s rooms. You can choose multiple rooms.
Event Date(s): Use the calendar to choose date. Each event can only have one date.
Start Time: Actual start time of event; any automation will use this time.
End Time: Actual end time of event; any automation will use this time.
Setup Begin Time: For additional time needed prior to event Breakdown
End Time: For additional time needed after event You can click the Copy fields to next entry to make the next occurrence easy to enter.
Click Save to add additional events, the max number of new event dates is 20.
 

Additional Information - Be sure to answer all questions here:

Organization Information

  1. If you are entering for an organization and not the school be sure to use the actual organization.
  2. Click the binoculars for a list of Organizations. Use the Quick Search to find the organization.
  3. If you will not be the main contact add contact information for them.

Insurance Information - Send current copy of Insurance listing the Mat-Su Borough as other insured. (Julane will follow up with Expired)

Setup Requirements

  1. Choose Required Maintenance,NS and IT Services and add description. If you are using kitchen must have NS.
  2. If no services are needed do not check any boxes or add any description

Rental Requests

  1. Number Attending – REQUIRED
  2. All others not required (Number of Extra Chairs, Other Needs, Booked By)
  3. Do not make changes to these (Route To, Event Visibility, Inactive Schedule, Pending Schedule)
  4. Activate Schedule: Do not activate the schedule, this is done by Facilities Coordinator.

File Attachments

  1. Use the Add New File Link to attach any documents.
  2. There is no limit on number of files attached, but total size of all uploaded files must be less than 5MB

Details

Article ID: 50653
Created
Tue 3/20/18 1:44 PM
Modified
Fri 1/18/19 10:21 AM