Managing Calendar Reservations in SimCapture Enterprise Cloud (Admin Guide)

A guide for admins to manage, schedule, and edit calendar reservations

Updated at November 20th, 2025

Table of Contents

Granting Calendar Privileges Calendar Page Overview Creating and Managing Reservations Searching for Reservations Reservation Conflict Detection Scheduling Multiple or Quick Reservations Scheduling for Capital Equipment Viewing and Printing Reservations Exporting Calendar Data

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SimCapture Enterprise offers robust calendaring features that allow administrators with calendar privileges to create, approve, deny, and manage reservations. Adding detailed session information enhances operational reporting and improves simulation center efficiency.

Granting Calendar Privileges

By default, all administrators can request reservations. However, only those with calendar privileges can create, edit, and approve them.

How to Grant Calendar Privileges:

Go to System Settings > Users and Security > Calendar.
Select Edit.
Search for and select the desired administrator.
Select Save.

Tip: System Administrators can assign calendar rights to individual users or all administrators.

Calendar Page Overview

Access the calendar from the global navigation bar. You can view it in:

Month
Week
Day
Upcoming
Resource (ideal for spotting conflicts)

Key Features:

Add/edit reservations
Export schedules or raw data
View reports
Navigate through time periods

Export Tip: Use the iCalendar link to sync with external calendars. It stays updated unless the token is reset.

Creating and Managing Reservations

Adding a Reservation:

Select Add Reservation on the Calendar page.
Fill in the required fields.
Choose a color to categorize the event.
(Optional) Enable Participant Self-Enrollment and set available slots.
Select Save.

Use a searchable prefix in the title (e.g., “NURS 101 – Scenario Name”) to make it easier to find later.

Editing a Reservation:

Select the reservation.
Select More Details.
Select the pencil icon next to the field you want to edit.
Select Save.

Enable the Multi-Day Event Toggle

Note that this toggle is off by default and works independently of the Rotational events feature.

Log in to SimCapture Enterprise Cloud.
Go to Calendar and select Add Reservation or select an existing reservation to edit.
Locate the Multi-Day Event Toggle. - On the reservation form, find the Make this reservation multiday toggle option near the date fields.
Select the toggle to turn it on. - When enabled, an End Date field will appear below the Start Date.
Set the End Date.
Enter the desired end date for your event. - If the toggle remains OFF, the end date will automatically match the start date.
Complete Reservation Details - Fill in other required fields (location, resources, participants).
Review your event details.
Save Your Reservation - Select Save to finalize the multi-day event.

Searching for Reservations

Use the Search Session Titles field or filters to locate reservations by:

Course
Participants
Support Staff/Faculty
Locations
Organizations
Simulators
Inventory

Tip: Establish naming conventions like “NURS,” “PEDS,” or “ED” to streamline searches.

Reservation Conflict Detection

If a reservation overlaps with an existing one (same date, time, and location), a warning will appear. Calendar administrators can choose to override and double-book if necessary.

Scheduling Multiple or Quick Reservations

Copying an Existing Reservation:

Select the reservation.
Select More Details > Copy.
Select a new date.
Select Copy again.

Quick Scheduling (Month/Week/Day/Resource Views):

Select a date and drag slightly until the field turns gray.
Release the mouse to open the Create Reservation form.
Select Add Details > Confirm.

Resource View is especially helpful for spotting conflicts across rooms or simulators.

Scheduling for Capital Equipment

When booking items like Camera A, Monitor B, or Light Kit C, you'll now see a warning message if the item is already reserved for your selected time. Be aware that if you "double book" a consumable item, this warning does not appear.

Viewing and Printing Reservations

Hover over a reservation to preview facilitator and participant info.
To print a daily schedule:

Go to Calendar > Print Schedule.
Select a date.
Select Print.
A .zip file with a PDF schedule will download.

If the download fails, check your browser’s pop-up blocker settings.

Exporting Calendar Data

Export Schedule: Generates a link for syncing with external calendars (iCalendar format).
Export Raw Data: Downloads an Excel file with detailed reservation data.

Need help managing your calendar or troubleshooting a reservation? Use the Feedback button or contact your SimCapture administrator.

simcapture administrator reservation calendar calendar privileges system settings add reservation edit reservation approve reservation deny reservation calendar views month view week view day view resource view upcoming view session scheduling session reporting participant self-enrollment reservation conflict double booking copy reservation quick reservation search reservation calendar filters export schedule export raw data print schedule simulation center session title search naming convention facilitator participant session overview session details room setup calendar sync icalendar excel export toggle multiday multi day multi-day