this training document has been customized for gisd....athletic events, rhonda farney within the...

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GISD FSDirect Site Admin II Guide Instructions for Site Admin II staff members to request & approve the use of GISD facilities and invoice for facility rentals.

This training document has been customized for GISD. To access SchoolDude’s online help resources for Site Admin II users, click the link below:

http://help.dudesolutions.com/Content/Documentation/Facility%20Usage/FSDirect/User%20Roles/Site%20Administrator%20II/FSDirect%20Site%20Administrator%20II.htm

This guide is for select GISD staff members that play a role in the approval process and/or need access to invoicing for facility rentals. “Site Admin II” users access the system through fsd.schooldude.com.

Table of Contents

How to Log In 2

Entering a Request 3 Selecting a Schedule Type 3 How to Enter a Normal Schedule 4 How to Enter a Recurring Schedule 10 How to Enter an Irregular Schedule 17

Processing Requests 23 How to Access a Request 23 How to Review a Request 24 How to Process a Request 25 Scheduling Conflicts 28

Facility Use Fees 30 Creating a Quote 30 Printing the Quote 33

Invoicing 34 Creating an Invoice 34 Printing the Invoice 36 Emailing the Invoice 37

Additional Info and Help 38

GISD Revised: 8/21/17

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GISD FSDirect Site Admin II Guide Instructions for Site Admin II staff member to request & approve the use of GISD facilities and invoice for facility rentals.

How to Log In

How to Log In

• Go to fsd.schooldude.com.

• Enter your Login Name. o Your Login Name should be your full GISD Email Address (@georgetownisd.org).

• Enter your Password. o If you’ve forgotten your password, click Forgot Password? to reset.

• Make sure FSDirect is selected from the drop down menu.

• Click Sign In.

Important Note: We are working on a solution that would allow GISD staff to use their District log on information for all SchoolDude products. We will update this page of the training guide if/when we are able to implement this. Thanks!

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Entering a Request

Selecting a Schedule Type

• Click on the New Schedule tab. • Select the type of schedule you would like to enter. There are 3 different types of schedules to choose

from. The Recurring and Irregular options should only be used when necessary.

Normal Schedule - A Normal schedule can be for a single date or multiple dates, but each event will be in the same location/room at the same time of day. You can add up to a maximum of 20 dates on a normal schedule. Please select the Normal Schedule type, when possible.

• Single or multiple dates - max of 20 dates • Same location/room(s) • Same time of day

Recurring Schedule - A Recurring schedule is used for an event that takes place on a regular basis (every Tues/Thurs, the 15th of every month, etc.). Events will be in the same location/room(s) at the same time of day. You can enter up to a maximum of 100 dates on a recurring schedule.

• Daily/weekly/monthly - max of 100 dates • Same location/room(s) • Same time of day

Irregular Schedule - An Irregular schedule can be used for single or multiple dates. Each event can take place in different rooms and at different times, if needed. You can add up to a maximum of 20 dates on an irregular schedule. Example: The Boy Scouts will use the gym on January 1 from 9-11am, but their next meeting will take place on January 31 in Room 200 from 1-2pm.

• Single or multiple dates - max of 20 dates • Same location, same or different room(s) • Same or different times of day

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Entering a Request – Normal Schedule

A Normal schedule can be for a single date or multiple dates, but each event will be in the same location/room(s) at the same time of day. You can add up to a maximum of 20 dates on a normal schedule.

How to Enter a Normal Schedule

Required fields will be indicated with a red checkbox.

• Schedule ID – a unique ID number will automatically generate once the schedule has been saved successfully.

• Status - the default status is “Submitted”, and should be used if you are submitting a request for space(s) that you are not the approver for. If you ARE the approver for the space(s) that you will be requesting, you can change the status to “Approved”. You can also select whether or not to send email confirmations to yourself (the Booked By person) and/or the contact person.

• Event Title - enter an appropriate title for the event. Please use descriptive words (such as “GHS Chess Club Monthly Meeting” rather than “Meeting”). Specify whether the event is a hosted event, practice, rehearsal, game, concert/performance, etc.

• Event Description - please provide additional details about the event in this field.

• Location - select where the event will be held from the drop down menu.

• Room(s) - select the rooms/spaces needed for the event by clicking on the binocular image. This will open a new window showing all rooms for the selected location. Check the box next to each room you’d like to request, then click “Okay” at the bottom of the window. Make sure all rooms are listed once you return to the main page. A maximum of 50 rooms can be selected.

• Event Date(s) - click the dates from the calendar or type them in the box using MM/DD/YYYY format.

• Start Time/End Time - select the start and end time for the event. Be sure to select AM or PM in the drop down boxes. Select a Setup Begin Time and Breakdown End Time, if needed. The Start & End times should indicate when the actual event is scheduled to take place. Any additional time before or after should be captured as setup/breakdown time.

• Duration - Do not make adjustments to this field. This field automatically calculates. “Spans over” should be left as 1 day unless you are requesting an overnight event.

• Check Availability - click this button to verify if there are any conflicting events already booked. A window will open and the date(s)/time(s) you selected will appear highlighted in pale yellow. If an X appears within the yellow cells then a scheduling conflict exists due to a previously booked reservation, school holiday, etc. If a conflict exists, the best option is to go back to your request and make adjustments to the location/room(s) and/or date(s)/time(s) that you originally selected.





Additional Information This section will only appear if custom questions have been added to the request form. Answer any custom questions in this section, if applicable.

Organization Information

• Organization - click on the drop down menu to select the Organization name.

If entering a schedule for an internal/GISD event, please select the most appropriate “GISD Campus” or “GISD Department” from the options provided within the drop down list. These are designated for internal requests and given higher priority.

If entering a schedule for an external group, please select the organization from the drop down list. If the organization does not appear as an option, you can add them as a new organization. Be careful not to enter duplicate organization names.

• Contact Name - enter the appropriate contact information for the person associated with the event. Some options may be available within the drop down menu. For internal/GISD events, this will be you or the appropriate staff member associated with the event. For external events, this will be the organization contact.

o If you would like to use the organization’s billing address for the contact’s address, check the Use Organization Billing Address box.

o If you would like the contact to appear as an available selection within the drop down menu in the future, select the box next to Yes, add this contact to the organization's contact list.





If entering a schedule for an external organization, select the user that will be in charge of invoicing from the Responsible for Billing drop down menu.

This will put the schedule on the user’s Home page under the Waiting to be Invoiced section.

For events at the PAC and EVT theaters, Gretchen Parker within the Fine Arts Department will be responsible for invoicing. For athletic events, Rhonda Farney within the Athletics Department will be responsible for invoicing. Nutrition Service fees may be added to invoices by the designated Nutrition Services staff member. All other invoicing will be handled by the District Scheduler.

Insurance Information Insurance is not needed if scheduling an internal/GISD event (skip this section). If scheduling an external event, insurance policy information will either auto-populate for the selected organization or you can fill it in and check the box next to Yes, update organization record with the above insurance information. A copy of the insurance (ACORD certificate) will need to be provided, and can be added as a file attachment in the File Attachments section.

Setup Requirements Setup Requirements are support services that may be needed for an event.

• Check the box next to any requested service. • Enter a description in the Service description box (this is required for any selected service).





o Custodial - This option should be selected if custodial services are needed.

o Event Setup - This option should be selected if any basic setup is required by custodial or theater staff in preparation for the event. The service description box should contain information such as number of tables/chairs needed, table configurations, bleacher requirements, theater setup, or any other setup requirements. Diagrams and additional information can be added as a file attachment.

o Heating/Ventilation/Air Conditioning - This option should be selected for events that are scheduled before/after defined school hours or on non-school days.

o Lighting (Outdoor) - This option should be selected if outdoor athletic field lighting is required. The District Scheduler will schedule any lights that are on the lighting controls system.

o Personnel – This option is to be used by the Athletics Coordinator only. If you are the Athletics Coordinator and need to schedule the facilitator to work an external event, you can select this option and provide any necessary details within the service description box.

o All IT Services route to the Technology department help desk. The service description box should specify what is needed and why.

Additional Fields • Number Attending - provide an approximate number of people who will attend the event. • Other Needs - you may enter additional comments in this textbox. • Event Visibility - for most events, keep the default setting of “Yes”. This will allow the event to be

visible on the calendar for everyone. For certain events (such as private rehearsals before a public performance), you can select “No”. This will hide the event from the calendar for general internal/GISD requesters and community users (but will allow FSD Admins and Site Admin I/II users to still see the event on the calendar).





• Inactive Schedule - for all internal/GISD events, or external events in which the proof of insurance has been provided, leave Inactive Schedule selected. This will allow the schedule to route to the GISD District Scheduler for final coordination.

Pending Schedule If entering a schedule for an external organization that is required to provide insurance for the event and you have not received the certificate of insurance to attach to the schedule as a file attachment:

o Change the status from Inactive Schedule to Pending Schedule.

o Enter a Pending Expiration Date that is 2 weeks (14 days) prior to the Event Start Date. This is the due date for insurance to be turned in.

o Click the Add/Update Pending Reason button.

o A pop-up window will appear. Enter the reason for marking the schedule pending (missing insurance, expired insurance). Provide any associated notes, if necessary, and click Submit.

Note: Organizations will see the stated pending reason. An email reminder will be sent out 3 weeks prior to the event if the organization has not submitted insurance information and the pending reason will be stated in the email.





File Attachments To attach any files to your request (such as table configurations, an event flyer, insurance, rosters, etc.):

• Click the Add New File link to the right. • Browse your computer for the file, select it, enter a File Description, and click Submit. The attached file

will now be listed in the File Attachments section.

Save/Submit • Click Save to submit the schedule request. If all required fields have been completed properly, you will

see a note indicating that the Schedule has been saved and the system will generate a Schedule ID number. Your schedule request will follow the approval process. A confirmation email will be sent to you and the organization contact.

If you have multiple requests to enter, you can use the Renew feature, which acts as a copy button and will copy all of the information, except for event dates, from the schedule that you just submitted into a new schedule request form. After saving/submitting your original request:

• Hover over Shortcuts and then select Renew. • Complete the New Schedule, as needed.

Additional Information about Renew feature: http://help.dudesolutions.com/Content/Documentation/Facility%20Usage/FSDirect/Daily%20Functions/Renewing%20Schedules.htm

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Entering a Request – Recurring Schedule

A Recurring schedule is used for an event that takes places on a regular basis (Example: every Monday and Wednesday from October through December). Events should be in the same location/room(s) at the same time of day. You can enter up to a maximum of 100 dates on a recurring schedule.

How to Enter a Recurring Schedule

Entering a Recurring schedule will be the same as entering a Normal schedule except for the way in which Event Dates are entered.


• Schedule ID - a unique ID number will automatically generate once the schedule has been saved successfully.



• Event Description - please provide additional details about the event in this field.


• Room(s) - select the rooms/spaces needed for the event by clicking on the binocular image. This will open a new window showing all rooms for the selected location. Check the box next to each room you’d like to request, then click “Okay” at the bottom of the window. A maximum of 50 rooms can be selected.

• Start Time/End Time - select the start and end time for the event. Be sure to select AM or PM in the drop down boxes. Select a Setup Begin Time and Breakdown End Time, if needed. The Start & End times should indicate when the actual event is scheduled to take place. Any additional time before or after should be captured as setup/breakdown time.






• Start Recurrence - enter the date you would like the first event to occur.

• Recurrence Pattern - select a recurrent pattern: Daily, Weekly, Monthly

o Select Daily if your event will occur every day between the start and end dates.

o If you choose Weekly: Enter a value to indicate whether the event occurs every week, every 2 weeks, etc. Check the box next to the day(s) of the week that the event will occur.

o If you choose Monthly, either: Enter the day of the month that the event will occur (such as the 15th) and enter a value to

indicate whether the event occurs every month, every 2 months, etc. -OR-

Select the weekday of the month (such as the second Monday) and enter a value to indicate whether the event occurs every month, every 2 months, etc.

• End Recurrence - enter the date you would like to end the recurrence pattern.

• Check Availability - click this button to verify if there are any conflicting events already booked. A window will open and the date(s)/time(s) you selected will appear highlighted in pale yellow. If an X appears within the yellow cells then a scheduling conflict exists due to a previously booked reservation, school holiday, etc. If a conflict exists, the best option is to go back to your request and make adjustments to the location/room(s) and/or date(s)/time(s) that you originally selected.

Additional Information This section will only appear if custom questions have been added to the request form. Answer any custom questions in this section, if applicable.





Organization Information

• Organization - click on the drop down menu to select the Organization name.














o Personnel - This option is to be used by the Athletics Coordinator only. If you are the Athletics Coordinator and need to schedule the facilitator to work an external event, you can select this option and provide any necessary details within the service description box.


Additional Fields • Number Attending - provide an approximate number of people who will attend the event. • Other Needs - you may enter additional comments in this textbox. • Event Visibility - for most events, keep the default setting of “Yes”. This will allow the event to be

visible on the calendar for everyone. For certain events (such as private rehearsals before a public performance), you can select “No”. This will hide the event from the calendar for general internal/GISD requesters and community users (but will allow FSD Admins and Site Admin I/II users to still see the event on the calendar).










o A pop-up window will appear. Enter the reason for marking the schedule pending (missing insurance, expired insurance). Provide any associated notes, if necessary, and click Submit.

Note: Organizations will see the stated pending reason. An email reminder will be sent out 3 weeks prior to the event if the organization has not submitted insurance information and the pending reason will be stated in the email.






• Click the Add New File link to the right. • Browse your computer for the file, select it, enter a File Description, and click Submit. The attached file

will now be listed in the File Attachments section.









Entering a Request – Irregular Schedule

An Irregular schedule can be used for single or multiple dates. Each event must take place at the same location, but can occur in different rooms and at different times, if needed. You can add up to a maximum of 20 dates on this schedule.

How to Enter an Irregular Schedule


• Schedule ID - a unique ID number will automatically generate once the schedule has been saved successfully.




Additional Information This section will appear if you are using the Questions feature in FSDirect. These questions may or may not be required depending on how they are set up in the system.

Organization Information • Organization - click on the drop down menu to select the Organization name.











New Events Select the Room(s), Dates, and Start/End Times for each event date:

• Room(s) - select the rooms needed for each event date. Click on the binocular image to open a new window with a list of rooms. Check the box next to each room you’d like to request, then click “Okay” at the bottom of the window. Make sure all rooms are listed once you return to the main page.

• Event Date - click on the calendar image to select dates for each separate event.

• Start Time/End Time - select the start and end times for each event date. Be sure to select AM or PM in the drop down boxes. You may select a Setup Begin Time and Breakdown End Time, if needed. The Start & End times should indicate when the actual event is scheduled to take place. Any additional time before or after should be captured as setup/breakdown time.


• Check Availability - you can click on the Check Availability buttons to make sure that you are not double booking a room.

NOTE: You can enter up to three dates at a time. If this is sufficient, continue to the next section. If you need to add more event dates, click Save at the bottom left corner of the Events section. The screen will refresh with new fields to enter more dates. Enter additional dates, as needed, then continue to the next section.











o Personnel - This option is to be used by the Athletics Coordinator only. If you are the Athletics Coordinator and need to schedule the facilitator to work an external event, you can select this option and provide any necessary details within the service description box.


Additional Fields • Number Attending - provide an approximate number of people who will attend the event. • Other Needs - you may enter additional comments in this textbox.





• Event Visibility - for most events, keep the default setting of “Yes”. This will allow the event to be visible on the calendar for everyone. For certain events (such as private rehearsals before a public performance), you can select “No”. This will hide the event from the calendar for general internal/GISD requesters and community users (but will allow FSD Admins and Site Admin I/II users to still see the event on the calendar).






o A pop-up window will appear. Enter the reason for marking the schedule pending (missing insurance, expired insurance). Provide any associated notes, if necessary, and click Submit. Note: Organizations will see the stated pending reason. An email reminder will be sent out 3 weeks prior to the event if the organization has not submitted insurance information and the pending reason will be stated in the email.






• Click the Add New File link to the right. • Browse your computer for the file, select it, enter a File Description, and click Submit. The attached file will

now be listed in the File Attachments section.









Processing Requests

The role of Site Administrator II can approve, decline, or cancel schedule requests for their assigned locations. When a new request has been submitted, the system will route the request to the designated approver for the selected location/room(s). The approver can then process the request. If they approve the request, it will route to the next approver in line. Note: All requests route to the GISD District Scheduler for final approval and activation. If the schedule is declined, it will not route to anyone else and an email will be sent to the "Booked By" person and the organization contact to notify them that the request was declined.

How to Access a Request

You will receive an email notification when a request has been routed to you for approval. You will need to review and process the request. To access the request:

1) Go to fsd.schooldude.com and login. You could also click on the link within the email notification, which will take you to step 3.

.

.

2) Click on the number displayed beneath Waiting Your Approval on the Home page. This will take you to the Approve Schedule Requests page.

3) Select the request that you would like to process from the drop down menu next to Waiting Your Approval. All requests waiting your approval will be listed in the drop down.

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Processing Requests

How to Review a Request You are now ready to review the request. The Approve Schedule Requests page will provide a summary of the request information.

1) Review the details provided.

2) Check for scheduling conflicts on the right side of the screen. If you see Conflicts Exist, skip to the “Scheduling Conflicts” section of this training guide.

Important Notes:

• If you have enough information and would like to process the request as Cancel, Decline, or Duplicate, that can be done from this screen.

• If you would like to review ALL of the details within the request (and/or approve the request), click on the Process/Approve Now link. This will take you into the schedule ID details.

• If an external organization has selected “Classroom Request for CommunityUse” as a room choice, the campus approver will need to review the request and assign specific classrooms before the request will be activated.




Processing Requests

How to Process a Request You can process a request as Cancel, Decline, or Duplicate from the Approve Schedule Requests screen.

1) Select the appropriate status on the left side of the screen: Cancel, Decline, or Duplicate. Decline

o To decline a request, select the Decline option. o You can add a note explaining the reason for declining the request by clicking the Decline

Reason button. The Decline Reason can be sent to the Booked By person and Organization Contact on the schedule. Click Submit to save your note. It is recommended that you provide a decline reason.

Cancel/Duplicate o Typically, you will not use Cancel or Duplicate. Both options will cancel the request without

allowing you to provide feedback to the Booked By person or Organization Contact as to why the request was cancelled. Cancel may be an appropriate option if a request has been submitted by mistake or is no longer needed. Duplicate can be used when the request is a duplicate, or copy, of a current schedule and is therefore not needed.

2) Click Save. The request has now been processed.




Processing Requests

To review more details and/or approve the request:

1) Click on the Process/Approve Now link.

2) Review the details of the schedule request.

If planning to approve the request, review and adjust the sections below, as needed.

• Organization Information section If you are reviewing a request for an external organization that will be invoiced, select the user that will be in charge of invoicing from the Responsible for Billing drop down menu.

This will put the schedule on the user’s Home page under the Waiting to be Invoiced section. For events at the PAC and EVT theaters, Gretchen Parker will be responsible for invoicing. For athletic events, Rhonda Farney will be responsible for invoicing. Nutrition Service fees may be added to invoices by Shawn Cansler. All other invoicing will be handled by the District Scheduler.

• Insurance Information and File Attachments sections If you are reviewing a request for an external organization that is required to provide proof of insurance per the GISD Facility Usage Handbook, review the insurance information section and verify that the ACORD certificate has been provided within the File Attachments section. If insurance information is missing or outdated, you can still approve the request, but you will need to place the schedule in PENDING status, provide a pending reason, and put a pending expiration date of 14 days prior to the Event Start Date. Once insurance information is received, the District Scheduler can remove the pending status.

• Setup Requirements section For all requests, review the Setup Requirements and make any necessary adjustments. If you are the Athletics Coordinator and need to schedule the facilitator to work the event, select the “Personnel” option and provide any necessary details within the service description box.




Processing Requests

3) Process the Request.

To process as Canceled, Declined, or Duplicate: • Adjust the Status at the top of the page. Click View/Change Declined Reason to add a declined reason. • Click Save at the bottom of the page. The request has now been processed.

To process as Approved: • Check the Approve? box at the bottom of the page. Add an Approval Note for other system

administrators, if needed. • Inactive Schedule - for all internal/GISD events, or external events in which the proof of insurance

has been provided, leave Inactive Schedule selected. This will allow the schedule to route to the GISD District Scheduler for final coordination.

Pending Schedule If approving a schedule for an external organization that is required to provide insurance and insurance is expired or a current certificate of insurance has not been provided:

o Change the status from Inactive Schedule to Pending Schedule. o Enter a Pending Expiration Date that is 2 weeks (14 days) prior to the Event Start Date. This

is the due date for insurance to be turned in. o Click the Add/Update Pending Reason button.

o A pop-up window will appear. Enter the reason for marking the schedule pending (missing insurance, expired insurance). Provide any associated notes, if necessary, and click Submit. Note: Organizations will see the stated pending reason. An email reminder will be sent out 3 weeks prior to the event if the organization has not submitted insurance information and the pending reason will be stated in the email.

• Click the Save button at the bottom of the page. The request has now been processed/approved.




Processing Requests

Scheduling Conflicts

If the request you are reviewing conflicts with another schedule, you will see Conflicts Exist on right side of the Approve Schedule Requests screen.

1) Click on the Conflicts Exist link to review the conflict.

2) Review the conflict information. The system will show the current request in one row, and the conflicting schedule in a second row. If the request you are reviewing has multiple dates with conflicts, the system will show each date that has a conflict and which schedule it is in conflict with.

3) Decide how to process the request. There are several options available to handle conflicts.

o If the request is in conflict with a school holiday, the request should be declined unless you will be granting special approval for the event. Events on school holidays are discouraged in order to allow our support staff to enjoy the holiday breaks. Facility use approval can be granted, when appropriate.

o If the request conflicts with a scheduled event that cannot be adjusted, you can decline the request and provide a “decline reason” to the requester. To do this, click the Close Window link at the bottom right of the conflicts page, then process/decline the request.




Processing Requests

o If the request conflicts with a scheduled event that cannot be adjusted, you have the option to adjust the rooms/dates/times of the request in order to avoid the conflict. (These adjustments will apply to all dates on the schedule.) To do this, click the Close Window link at the bottom right of the conflicts page. Click the event title link on the Approve Schedule Requests page to go into the schedule ID details. Make adjustments to the rooms, dates, and/or times. Select “Approved” from the Status menu at the top of the screen, then click Save at the bottom of the screen. This will adjust the request so that the conflict is avoided and process the request as approved.

o If a request is for multiple dates (such as a recurring schedule) and a conflict is present for a particular date (such as a school holiday), you have the option to cancel the event for that date and approve the remaining dates. This can be done by clicking the Cancel Schedule Event button. The conflict for that date should be removed when the page refreshes. After canceling the conflicting date, you can return to the Approve Schedule Requests screen to approve the request. When approving, click the Approval Note button to let others in the approval process know that the request was cancelled for that particular date and state the reason. Note: The Events section within the schedule ID will also show that the event was cancelled for that particular date.

o If a request is for multiple dates and a conflict is present for a particular date, you have the option to create an “Alternate Event” for that date. (This will allow you to adjust the location/rooms/date/times for a particular date without applying the changes to all event dates on the schedule.) To do this, click the Close Window link at the bottom right of the conflicts page. Click the event title link on the Approve Schedule Requests page to go into the schedule ID details. Scroll down to the Events section. Click on the date that has a conflict. Click the Alternate Event Location/Date/Time button.

Adjust the location, rooms, date, and/or times. Then click Save at the bottom of the page. To view the changes, click the View Event Schedule link at the top left to go back into the schedule ID details. Scroll down to the Events section to verify that an Alternate Event has been created for the date that was in conflict.

If you need additional assistance in resolving conflicts, contact the GISD District Scheduler.




Facility Use Fees

You can create a quote for a schedule in any status by using the Facility Use Fees section. You can create flat or hourly charges (such as room rental fees, custodial fees, etc.) and apply them to individual event dates or to all event dates on a schedule. You can then pull those charges into the Invoice section when you are ready to create a final Invoice.

Creating a Quote If you need to create a quote, you can do so by following the steps below.

1) Find the schedule that you need to provide a quote for. You can find the schedule in the following ways: o Type the Schedule ID into the Search for box at the top left of the page and click Go. o Use the Advanced Search option. o Find the schedule on the Calendar.

2) Once you are in the schedule, o Hover over the Shortcuts menu. o Click on Facility Use Fees.

3) At the top of the Facility Use Fees page:

o Select the Terms from the dropdown menu or add a new term option.

o Enter any additional information in the fields provided (such as Terms Period, Deposit Amount, etc.), as needed.

o Select the preferred Facility Use Fee Option:

Use predefined fee tables if you would like to create charges and be able to apply them to all event dates within the schedule. This is a nice way to save time if you have certain charges that you’d like to apply across multiple event dates on the same schedule, such as a room rental fee. You can also select this option if you want to apply certain fees to all event dates and other fees to individual event dates.

Define fees by event if you would like to build charges for each individual event date.

o Click Update.




Facility Use Fees

4) Create charges:

If you selected Use predefined fee tables: o Click Additional Charges.

If you selected Define fees by event: o Select the event date that you would like to add charges for from the dropdown menu next to

Event. If there is only one event date for this schedule, only one option will appear in the dropdown menu.

o Click Additional Charges.




Facility Use Fees

A window will open up.

o Select the Charge Type that you would like to add. Note: If you do not see a suitable Charge Type, contact the District Scheduler to add a new one.

o Adjust the default values in the following fields, as needed: Flat/Hourly - This describes whether the charge is a flat rate or an hourly rate. Minimum Hours - Use the default value or override. Event Hours - This will calculate automatically based on the event Start/End times.

o Enter the Amount for the selected Charge Type. This will be the flat or hourly rate charged. Total Fees will calculate automatically. If “Flat” is selected, the Amount will equal the Total

Fees. If “Hourly” is selected, the Amount is multiplied by the Event Hours to equal the Total Fees.

o Apply the charge to all events or to a single event. If you selected Use predefined fee tables, you can apply the fee to “All Events”. This will apply

the charge to every event date for this schedule ID. You also have the option to apply the fee to a single event date by selecting the date from the dropdown menu.

If you selected Define fees by event, you have the option to apply the fee to a particular room,

or apply it to the event. Room rental fees may be a type of fee that you would apply to a specific room, while custodial fees would typically be applied to the event.

o Click Submit.




Facility Use Fees

On the Facility Use Fees page, a note should indicated that charges were successfully added and the new charge should appear.

• You have the option to Edit or Delete the charge, if you made a mistake. • To review charges for a particular event date, select the desired date from the Event dropdown menu. • To add additional charges, refer to Step 4 and follow the same procedure as before.

Printing the Quote Once you have added all of the charges, you can print the quote.

1) Find the printer icon.

2) Check the List All Events box if you would like the quote to list all event dates with associated charges broken out. Do not check the box if you would like the quote to show only the charge types and totals for all events on the schedule.

3) Click on the Print facility use fees button (printer icon).

A new page/tab will appear with the quote, allowing you to save the quote electronically or print it out.




Invoicing

You can create a final invoice for a schedule that is in approved/pending or approved/activated status (not submitted/inactive or approved/inactive). If you have already created a quote within the Facility Use Fees section for a particular schedule, you can pull those fees into the invoice and make adjustments, as needed. Otherwise, you can create invoice fees for each individual event date within a schedule.

Creating an Invoice To create an invoice, follow the steps below.

1) Find the schedule that you need to create an invoice for. You can find the schedule in the following ways: o Type the Schedule ID into the Search for box and click Go. o Use the Advanced Search option. o Find the schedule on the Calendar. o Click on the number under Waiting to be Invoiced on the Home page. This is an option if someone

has previously gone into the schedule ID details and assigned you as the person responsible for invoicing.

2) Once you are in the schedule, scroll down to the Invoices section and click on Create Invoice. (You could also hover over the Shortcuts menu and select Invoicing.)

3) You are now on the Add/Update Invoice screen.




Invoicing

In the Invoice Header box: o Select the Invoice Date. o Select the Terms from the dropdown menu or add a new term option. o Enter/verify the Bill To (organization name), and the Address. o Adjust any other fields, as needed.

4) Create charges.

If you already created a quote within the Facility Use Fees section for this schedule ID and would like to pull the charges into the invoice:

o Go to the Copy Event Fees section.

o Select the Event dates that you would like to pull charges in for. You can select up to 5 events at a time.

o Click the Copy Fees to Invoice button. Repeat this process until you have copied fees for all of the event dates that you wish to charge for.

If you have not already created a quote within the Facility Use Fees section for this schedule ID, then you will create charges for each event date.

o Select the Event. o Select the Charge Type.




Invoicing

o Adjust the Quantity, if needed. For example, if you will be charging for 2 custodial staff members, you can adjust the quantity from “1” to “2”.

o The Description box will automatically populate once the Charge Type is selected. Adjust, if needed.

o Hours will automatically calculate based on the Start/End times of the event. Use the calculated value or adjust, if needed.

o Enter the Rate.

o The Amount will automatically calculate (quantity x hours x rate). A flat rate can be applied by adjusting Quantity and Hours to a value of “1”.

o Once you have added all of the charges, click Submit to save them. You can enter up to 5 charges at a time. If you need to add more charges: click Submit to save the original charges (the screen will refresh), add the new charges, then click Submit to save the new charges. Repeat this process until you have added all desired charges.

You can review the Line Items section to see charges for each event date.

• Use the Event dropdown menu to select which event date you would like to see charges for. • You have the option to Edit or Delete line items, if you made a mistake.

Printing the Invoice If you would like to print or save a PDF of the invoice, scroll to the top of the screen and click Print This Invoice.




Invoicing

A new page/tab will appear, allowing you to save the invoice electronically or print it out. If you are invoicing for multiple events/dates, each event will be broken out with the associated charges.

Emailing the Invoice If you would like to email the invoice:

• Scroll down to the bottom of the Add/Update Invoice page. • Click the Email Invoice link. This will open a new email that is

addressed to the organization’s contact and includes a link to a PDF of the invoice.

If using Gmail and the link won’t open a new email: • Login to Gmail using the Chrome browser. • In the address field, click the double-diamond image. • Select “Allow”, then “Done”.




Additional Information & Help

Additional Information & Help

• If at any time you need help, click on the Help link at the top right of the screen.

• SchoolDude has additional online resources available:

o FSDirect resources for Site Admin II users: http://help.dudesolutions.com/Content/Documentation/Facility%20Usage/FSDirect/User%20Roles/Site%20Administrator%20II/FSDirect%20Site%20Administrator%20II.htm

o FSDirect resources for all users:

http://help.dudesolutions.com/Content/Documentation/Facility%20Usage/FSDirect/FSDirect.htm

• For additional assistance, contact our GISD District Scheduler:

Kathy O’Connor Email: [email protected] Extension: 7623 Email preferred, when possible.

mailto:[email protected]://www.schooldude.com/http://help.dudesolutions.com/Content/Documentation/Facility%20Usage/FSDirect/FSDirect.htmmailto:[email protected]

This training document has been customized for GISD.To access SchoolDude’s online help resources for Site Admin II users, click the link below:http://help.dudesolutions.com/Content/Documentation/Facility%20Usage/FSDirect/User%20Roles/Site%20Administrator%20II/FSDirect%20Site%20Administrator%20II.htmTable of ContentsHow to Log InSelecting a Schedule TypeHow to Enter a Normal ScheduleAdditional InformationThis section will only appear if custom questions have been added to the request form. Answer any custom questions in this section, if applicable.Organization InformationInsurance InformationInsurance is not needed if scheduling an internal/GISD event (skip this section). If scheduling an external event, insurance policy information will either auto-populate for the selected organization or you can fill it in and check the box next to Ye...Setup RequirementsAdditional FieldsFile AttachmentsSave/Submit

How to Enter a Recurring ScheduleAdditional InformationThis section will only appear if custom questions have been added to the request form. Answer any custom questions in this section, if applicable.Organization InformationInsurance InformationInsurance is not needed if scheduling an internal/GISD event (skip this section). If scheduling an external event, insurance policy information will either auto-populate for the selected organization or you can fill it in and check the box next to Ye...Setup RequirementsAdditional FieldsFile AttachmentsSave/SubmitAdditional InformationOrganization InformationInsurance InformationInsurance is not needed if scheduling an internal/GISD event (skip this section). If scheduling an external event, insurance policy information will either auto-populate for the selected organization or you can fill it in and check the box next to Ye...New EventsSetup RequirementsAdditional FieldsFile AttachmentsSave/Submithttp://help.dudesolutions.com/Content/Documentation/Facility%20Usage/FSDirect/User%20Roles/Site%20Administrator%20II/FSDirect%20Site%20Administrator%20II.htm

this training document has been customized for gisd....athletic events, rhonda farney within the...

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