Scheduling Auxiliary programming in BBEM calendar?

Lauren Henderson

Hello! We are looking for a good way to combine our Athletic and Auxiliary calendars/scheduling as they both use the same spaces. We currently are using Athletics with great success for athletic events. Auxiliary programs, however, are not tied to an athletic team, and really don't have a connection to our student population. Also, our Athletics calendar is pushed to the website, while the Auxiliary calendar would remain private. Has anyone solved this within BBEM? Or have you found another solution to venue scheduling? I appreciate your input!

Shannon Krise

@Lauren Henderson We haven't actually done this, but if it's just a question of the schedule and venue booking, you can book space through any event. If you set up a school created calendar for auxiliary programs, and event categories for those programs, you can reserve space by adding events to those categories.

If you need to enroll participants, that's trickier. We've considered using activities, and then would need to add non-student users if participation is not limited to students. We haven't come up with a plan we're happy with yet.

Lauren Henderson

@Shannon Krise Thank you! No, we do not need to enroll participants. To book the space, I assume it needs to be listed in Buildings/Rooms?

Shannon Krise

@Lauren Henderson Hmm…I may have spoken to soon. Yes - it selects existing locations from the building/rooms list in core, but it looks like the “fields” list for athletics is a separate list. I was trying to take a look at the setup in athletics, but I can't seem to load that screen at the moment.

Lauren Henderson

@Shannon Krise We don't currently have any of our fields listed for Buildings/Rooms, but since there is the Athletics use option I would like to think that if we put them in, we could use them to populate the Athletics events/games as well. I don't know if it works that way though.