SimCapture Enterprise calendaring features allow Administrators with Calendar privileges to create reservations and approve, deny and edit reservations made by others. Adding information related to sessions will save data for reporting operational details after sessions are completed.

Granting calendar privileges

All administrators can Request a Reservation be added to the Calendar. The System Administrator may grant Calendar privileges that allow another administrator to create a reservation, edit reservations, and accept reservation requests. This permission may also be given to all those with Administrative privileges.

Administrators may be searched by name and individually added. Optionally, the System Administrator may add the Administrator role here, giving any administrator the right to administer the Calendar.

To grant Calendar privileges from the System Set-up screen, take these steps.

1. From the Users and Security menu, click Calendar.
2. Click Edit.
3. Search for and select the desired Administrator.
4. Click Save.

Calendar page overview

By clicking Calendar in the global navigation bar, administrators can view the Calendar in a view that shows Month, Day, Week, Upcoming, and resource (location). Using the Next and Back buttons allows you to move forward by day, week, month, or resource. You can also add reservations, export schedules, view reports, and export raw data.

Note: When exporting a schedule, if you use the link to copy and import the calendar instead of downloading an .ics file, your calendar will stay in sync with what is in SimCapture provided that no one resets the token. Additionally, it is up to the calendar app being used to determine how frequently it pulls updates.

Additionally, clicking Back to calendar while in a reservation, will take you back to the day/week/month that you are working in.

Creating, editing, and searching for reservations

Calendaring reservations provide administrators with useful information related to upcoming activities in the simulation center, and some information is also viewable within the participant portfolio. Calendar reservations may also contain helpful reporting data for System Administrators related to Organization, Course, Support Staff/Faculty, Inventory, and Simulator usage.

You should always fill in as much data as possible when creating a reservation, as this will be useful in reports.

Adding a calendar reservation

Administrators can go to the Calendar page, add a reservation to a calendar by clicking Add Reservation, fill in the desired fields, and save the reservation. Additionally, to make it easier to keep track of multiple different categories, there are several color options to choose from. 

Additionally, Administrative users can also allow participants to self-enroll by clicking the Allow Participant Self-Enrollment switch, set the number of Available slots and then add participants to the event.

If you are an administrator that does not have calendar permissions, you can still request a reservation. However, an administrator with calendar permissions must approve it. In this case, once the request is made, the reservation request will turn gray while it waits for approval.

It is useful to title the reservation with a searchable prefix such as "NURS 101 (scenario name)" or "ED(scenario name)" as these searchable prefixes will come in handy when attempting to locate specific reservations.

Once the reservation is saved, the administrator will edit or modify the Overview, Details, People, and Room Setup. Just click the pencil icon to make changes and then save.

Reservation Conflict Detection

A warning will appear if you schedule a duplicate reservation with the same date, time and location as the initial reservation. However, a calendar administrator does have the ability to ignore this warning and double book reservations if they choose.

Scheduling multiple reservations of the same event

Administrators can copy reservations with the same data to other dates and times. They can individually change information such as location or participants as desired. This allows for quick calendaring of Reservations without creating a new Add Reservation template each time.

Copying an existing reservation

To copy an existing reservation, begin by clicking on a current reservation and then taking these steps.

1. Click More Details.
2. Click Copy.
3. Choose a new date to copy this scheduled event.
4. Click Copy again.

Scheduling a "quick" reservation

Administrators can quickly put a reservation on the Calendar using the Month, Week, Day, and Resource views with limited information. The Resource view is useful when calendaring to see potential conflicts.

Calendaring a reservation using the month view

1. Click month in the calendar view.
2. Click the desired reservation date, slightly move your cursor until the field turns gray, and release your mouse button.
3. A Create Reservation request will open, allowing a reservation to be created.
4. Click Add Details.
5. Click Confirm to save the reservation.

These steps above can be followed to schedule a reservation using the Calendar's Week, Day, and Resource views. Note that calendaring a reservation from the Resource view allows the Administrator to quickly see if a potential double-booking exists for a specific location.

Editing an existing reservation

Administrators can edit a reservation after it has been added to the Calendar by following these steps.

1. Click the reservation.
2. Click More Details.
3. Click the pencil icon in the field that you would like to edit. 
4. Click Save.

Searching for an existing reservation

An Administrator can filter the Calendar by specific Reservations. This is useful when When many people are using the Calendar. The administrator may search for an existing reservation by utilizing the Search field or the filters located below the Search field. The Search field will work in each calendar view - Month, Day, Week, and Resources.

 Having a naming convention such as NURS, PEDS, SURG, ICD, ED, etc., for example, makes searching for Reservations easy. 

Using the Search Session Titles field to Locate Reservations

1. Locate the Search session titles on the calendar page as the red arrows indicate.
2. Begin typing the Title of the Reservation. As more information is added, the Calendar will filter down to the specific event(s). The title must be exact in spelling and case for a more accurate search.
3. Click your desired event.

Using filters to search for reservations

Administrators can also use filters to search for reservations by Course, Participants, Support Staff/Faculty, Locations, Organizations, Simulators, and Inventory Items by selecting the filters they wish to use and then selecting the reservation they have searched for. 

Viewing a reservation

To save time, you can hover over your scheduled reservation to view additional information of Facilitators and Participants within the hover state. 

Printing a reservation

You can print your daily schedule to hang on exam room doors for ease of review. To do this, take these steps. 

1. Click Calendar in the global navigation bar.
2. Click Print Schedule.
3. Select the date for printing.
4. Click Print.

A .zip file will be generated and downloaded for you. Within that file, you will find the PDF of your daily schedule with a listing for Time Slot, Title, Course, Scenario, Student and Patient/Support Faculty.

Note: Should you click Print Schedule and the download appears to fail, please ensure that your pop-up blockers are off.

Exporting a Calendar

Within the calendar you have the ability to export a schedule or export raw data. 

Exporting a schedule provides a link to you that allows you to access your calendar from other applications. The link can be copy and pasted into any calendar product that supports the iCalendar format. To find this link, you would go to Calendar > Export Schedule.

Exporting raw data allows you to export your entire calendar into an Excel sheet with appropriately labeled columns. To do this, go to Calendar > Export Raw Data > Download.