SimCapture Enterprise offers calendaring features for Administrators with Calendar privileges to create, approve, deny, and edit reservations. Adding session-related information will enhance data for operational reporting after sessions.

Granting calendar privileges

All administrators can request reservations to be added to the Calendar. The System Administrator can grant Calendar privileges to allow others to create, edit, and accept reservation requests. This permission can also be extended to all Administrators.

Administrators can be searched by name and added individually. The System Administrator can also assign the Administrator role to give any administrator Calendar management rights.

Steps to Grant Calendar Privileges:

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

Calendar page overview

Administrators can access the Calendar via the global navigation bar, viewing it in Month, Day, Week, Upcoming, or Resource format. Navigation buttons allow movement through days, weeks, months, or resources. Administrators can also add reservations, export schedules, view reports, and export raw data.

Note: When exporting a schedule, using the link to copy and import the calendar keeps it in sync with SimCapture, unless the token is reset. The frequency of updates depends on the calendar application used.

Clicking "Back to calendar" while in a reservation will return you to the current day/week/month view.

Creating, editing, and searching for reservations

Calendaring reservations offer administrators valuable insights into upcoming activities at the simulation center, with some details accessible in the participant portfolio. These reservations can also provide System Administrators with important reporting data concerning Organization, Course, Support Staff/Faculty, Inventory, and Simulator usage.

It is advisable to include as much information as possible when creating a reservation, as this will enhance the usefulness of the reports generated.

Adding a calendar reservation

Administrators can access the Calendar page and add a reservation by clicking Add Reservation. After filling in the required fields, they can save the reservation. To help differentiate between various categories, several color options are available for selection.

Administrative users can enable participant self-enrollment by toggling the Allow Participant Self-Enrollment switch, setting the number of available slots, and adding participants to the event.

If you are an administrator without calendar permissions, you can still request a reservation, but it must be approved by an administrator with calendar permissions. While awaiting approval, the reservation request will appear gray.

It is helpful to title the reservation with a searchable prefix, such as NURS 101 (scenario name) or ED (scenario name), as these prefixes will assist in locating specific reservations.

Once the reservation is saved, the administrator can edit the Overview, Details, People, and Room Setup by clicking the pencil icon to make changes and then saving them.

Reservation Conflict Detection

A warning will be displayed if you attempt to schedule a duplicate reservation with the same date, time, and location as an existing one. However, a calendar administrator has the option to disregard this warning and proceed with double booking reservations if desired.

Scheduling multiple reservations of the same event

Administrators can quickly schedule a reservation using the Month, Week, Day, and Resource views with minimal information. The Resource view is particularly useful for identifying potential conflicts.

Copying an existing reservation

To copy an existing reservation, follow these steps.

1. Click on the current reservation.
2. Click More Details.
3. Click Copy.
4. Select a new date for the event.
5. 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. Select the desired reservation date, slightly move your cursor until the field turns gray, and release the mouse button.
3. A Create Reservation request will open for you to fill out.
4. Click Add Details.
5. Click Confirm to save the reservation.

These steps can also be applied when scheduling reservations in the Week, Day, and Resource views. Note that using the Resource view helps quickly identify potential double bookings for specific locations.

Editing an existing reservation

Administrators can edit a reservation by:

1. Clicking on the reservation.
2. Clicking More Details.
3. Clicking the pencil icon next to the field you wish to edit.
4. Clicking Save.

Searching for an existing reservation

Administrators can filter the Calendar for specific reservations, which is helpful when many users are accessing it. You can search for a reservation using the Search field or the filters below it. The Search field is functional across all calendar views: Month, Day, Week, and Resource.

Establishing a naming convention, such as NURS, PEDS, SURG, ICD, ED, etc., can simplify the process of searching for reservations.

Using the Search Session Titles field to Locate Reservations

To locate the Search session titles on the calendar page, refer to the red arrows. Begin typing the title of the reservation; as you enter more information, the Calendar will filter down to the specific event(s). For a more accurate search, ensure that the title is spelled correctly and matches the case.

Once you find your desired event, click on it.

Using filters to search for reservations

Administrators can also utilize filters to search for reservations based on Course, Participants, Support Staff/Faculty, Locations, Organizations, Simulators, and Inventory Items. Simply select the desired filters and then choose the reservation you wish to view.

Viewing a reservation

To save time, you can hover over your scheduled reservation to see additional information about the Facilitators and Participants in the hover state.

Printing a reservation

You can print your daily schedule to display on exam room doors for easy reference. Follow these steps:

1. Click Calendar in the global navigation bar.
2. Click Print Schedule.
3. Select the date you wish to print.
4. Click Print.

A .zip file will be generated and downloaded, containing a PDF of your daily schedule, which includes Time Slot, Title, Course, Scenario, Student, and Patient/Support Faculty.

Note: If the download fails after clicking Print Schedule, please ensure that your pop-up blockers are disabled.

Exporting a Calendar

Within the calendar, you can export a schedule or raw data.

• Exporting a Schedule: This provides a link that allows you to access your calendar from other applications. You can copy and paste this link into any calendar product that supports the iCalendar format. To find this link, go to Calendar > Export Schedule.
• Exporting Raw Data: This option allows you to export your entire calendar into an Excel sheet with labeled columns. To do this, go to Calendar > Export Raw Data > Download.