Schedule requests, commonly referred to as events, are submissions that require the use of your organization's facilities. Events can range anywhere from internal staff meetings and conferences to athletic and community events. Schedule requests can either be onetime events or recurring events.
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Schedule Request Module
1. Navigate to the Schedule Request module on the left side and click New Request in the right-hand corner of the screen.
2. Fill out the schedule request form with the required information; these are fields that contain an asterisk (*).
*Request Type: This refers to the category of schedule request.
*Request Type: Staff Event, Community Event etc
*Event Name: This is the title of the schedule request or event.
*FMX will create a unique ID for each schedule request when submitted.
Examples: Board Meeting, Girl Scouts, Youth Basketball Practice, Varsity Football vs. Central, etc.
*Buildings: The building(s) where the schedule request will take place.
*Building: High School
*Resources: This refers to the specific area(s) or location(s) in the building where the event will take place.
*Resource: Conference Room, Gym, Classroom
*Starts: This is the date when the event will start. If this is an all day event (no specific duration), check the All day box. If this is a one time event (does not repeat) please select the date of the event.
*From: the time when the event starts
*To: the time when the event ends
*Repeats: This field refers to the frequency of the event. The options are as follows:
- Never - The event occurs one time.
- Daily - The event occurs every (x) days.
- Weekly - The event occurs every (x) weeks on (x) days.
- Monthly - The event occurs every (x) months.
- Yearly - The event occurs every (x) years.
- Custom - frequency with a unique cadence
Daily
*Every: the event will occur every day (Sunday- Saturday)
*Ends: the event will end...
- The following week – the event recurrences will end the week after the original event date
- The following month –the event recurrences will end the month after the original event date
- The following year – the event recurrences will end the year after the original event date
- After a certain number of occurrences – the event will end after (number) recurrences, including the first occurrence
- On date – the event recurrences will end on a specified date
Weekly
*On: select the days the event occurs each week by marking the appropriate checkboxes.
Example: an event that occurs on Monday, Wednesday, and Friday; every week
*Every: the event will occur every (number) of weeks
*Ends: the event will end...
- The following week – the event recurrences will end the week after the original event date
- The following month –the event recurrences will end the month after the original event date
- The following year – the event recurrences will end the year after the original event date
- After a certain number of occurrences – the event will end after (number) recurrences, including the first occurrence
- On date – the event recurrences will end on a specified date
Monthly
*By: This refers to the manner in which the schedule request occurs. There are 4 options:
- Day of month - event occurs on a specific date each month (i.e. the 1st of each month)
- Day of week - event occurs on a specific day each month (i.e. the second Friday each month)
- Weekday of month - event occurs on a specific date each month, excluding weekend days (i.e. the first of each month unless it's a weekend, then move to the first weekday)
- Weekend day of month - event occurs on a specific date each month, excluding weekdays (i.e. the first of each month unless it's a weekday, then move to the first weekend day)
*Every: the event will occur every (number) of months
*Ends: the event will end...
- The following week – the event recurrences will end the week after the original event date
- The following month –the event recurrences will end the month after the original event date
- The following year – the event recurrences will end the year after the original event date
- After a certain number of occurrences – the event will end after (number) recurrences, including the first occurrence
- On date – the event recurrences will end on a specified date
*Quarterly events will need to be set up as Monthly, every 3 months.
*Semi-Annual events will need to be set up as Monthly, every 6 months.
Yearly
*Every: the event will occur every (number) of years
*Ends: the event will end...
- The following week – the event recurrences will end the week after the original event date
- The following month –the event recurrences will end the month after the original event date
- The following year – the event recurrences will end the year after the original event date
- After a certain number of occurrences – the event will end after (number) recurrences, including the first occurrence
- On date – the event recurrences will end on a specified date
*Biannual events will need to be set up as Yearly, every 2 years.
Custom
*On: If the event has multiple recurrences without a particular cadence, enter the individual dates.
Setup time: the time needed prior to the start time for the event set up
Teardown time: the time needed following the end time for the tear down of the event
On behalf of: If another user requested the event but didn't directly enter the request in FMX, select their name in here.
Attachments: if the event needs any documentation submitted (seating charts, approval forms, etc.), you can add those files here
Upcoming reminder: receive an email notification (x) days before the event's start date
Followers: If you'd like to add any other users as followers to the event (like copying someone on an email), select their name here. Followers can receive progress update notifications.
Custom Fields: Custom fields are always an option if you need to add any other required/non-required details to your schedule request form. Custom fields must be added by a site administrator.
5. Once you have completed filling out the form, click the red Submit button at the bottom of the page.
*FMX offers the ability to mark events as private to limit visibility to particular user types. This setting must be enabled by a site administrator.
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