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Renewing Schedules

The ability to renew a schedule in Facility Schedule gives you a shortcut way to create a brand new schedule using the information in an existing schedule. It copies everything except for the Event Date from one schedule into another so you do not have to type in all of the information again. This is useful for events that may occur annually or multiple times a year or for recurring schedules with more than the limit of 100 event dates. You can also use the Renew feature to correct mistakes in activated schedules, where the details have been locked down and cannot be changed.

How to Renew a Schedule

  • Pull up an existing schedule in any status. You can do this by typing the schedule number into the Search for box and clicking Go. This will take you to the Update Schedule screen.

  • Hover your mouse over the Shortcuts menu and click on the Renew link.

  • A new schedule form will open with the all of the information from the original schedule, except for the event date(s), filled in for you.

  • Select the new event date(s) and make any other changes to the information as needed.

  • Click Save at the bottom of the screen to enter the new schedule.

Duplicate and Renew

The Duplicate and Renew process is one that we recommend as an easy way to fix mistakes in schedules where information is locked down and can no longer be changed.

 

     The Dude Says:

Certain fields on the schedule form (such as Room, Date, and Time) are locked down and cannot be changed:

  • once the schedule has been activated.

  • if an alternate event date has been added to the schedule.

  • if an invoice has been created for the schedule.

  • if an event date has been canceled.

  • if the Service Provider emails have been sent.

  • if an event date has passed.

 

The best way to edit information on a schedule that falls into one of the scenarios above is to change the status of the existing schedule to Duplicate and use the renew feature to create a brand new schedule with the corrected information.

  • Pull up the schedule by typing the schedule number into the Search for field and clicking Go. This will take you to the Update Schedule screen.

  • Change the Status in the drop down box at the top of the screen to Duplicate. This will remove this schedule from appearing on the calendar.

  • Scroll toward the bottom of the schedule and click Save.

  • Hover your mouse over the Shortcuts menu and click on the Renew link.

  • A new schedule form will open with the all of the information from the original schedule, except for the event date(s), filled in for you.

  • Select the event date(s) and make any other changes to the information as needed.

  • Click Save at the bottom of the screen to enter the new schedule.

 

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