+
Registration
+
+
+ Registration is required in order to use phpScheduleIt if you administrator has enabled it. After your account
+ has been registered
+ you will be able to log in and access any resources that you have permission to.
+
+
+
Booking
+
+
+ Under the Schedule menu item you will find the Booking item. This will show you the available, reserved and
+ blocked slots on the schedule and allow you to book
+ resources that you have permission to.
+
+
+
Express
+
+
+ On the Bookings page, find the resource, date and time you'd like to book. Clicking on the time slot will allow
+ you change the details of the reservation. Clicking the
+ Create button will check availability, book the reservation and send out any emails. You will be given a
+ reference number to use for reservation follow-up.
+
+
+
Any changes made to a reservation will not take effect until you save the reservation.
+
+
Only Application Administrators can create reservations in the past.
+
+
Multiple Resources
+
+
You can book all resources that you have permission as part of a single reservation. To add more resources to
+ your reservation, click the More Resources link, displayed next to the name of the primary resource you are
+ reserving. You will then able to add more resources by selecting them and clicking the Done button.
+
+
To remove additional resources from your reservation, click the More Resources link, deselect the resources you
+ want to remove, and click the Done button.
+
+
Additional resources will be subject to the same rules as primary resources. For example, this means that if you
+ attempt to create a 2 hour reservation with Resource 1, which has a maximum length of 3 hours and with Resource
+ 2, which
+ has a maximum length of 1 hour, your reservation will be denied.
+
+
You can view the configuration details of a resource by hovering over the resource name.
+
+
Recurring Dates
+
+
A reservation can be configured to recur a number of different ways. For all repeat options the Until date is
+ inclusive.
+
+
The repeat options allow for flexible recurrence possibilities. For example: Repeat Daily every 2 days will
+ create a reservation every other day for your specified time. Repeat Weekly, every 1 week on Monday, Wednesday,
+ Friday will create a reservation on each of those days every week at your specified time. If you were creating a
+ reservation on 2011-01-15, repeating Monthly, every 3 months on the day of month would create a reservation
+ every third month on the 15th. Since 2011-01-15 is the third Saturday of January, the same example with the day
+ of week selected would repeat every third month on the third Saturday of that month.
+
+
Additional Participants
+
+
You can either Add Participants or Invite Others when booking a reservation. Adding someone will include them on
+ the reservation and will not send an invitation.
+ The added user will receive an email. Inviting a user will send an invitation email and give the user an option
+ to Accept or Decline the invitation. Accepting an
+ invitation adds the user to the participants list. Declining an invitation removes the user from the invitees
+ list.
+
+
+
+ The total number of participants is limited by the resource's participant capacity.
+
+
+
Accessories
+
+
Accessories can be thought of as objects used during a reservation. Examples may be projectors or chairs. To add
+ accessories to your reservation, click the Add link to the right of the Accessories title. From there you will
+ be able to select a quantity for each of the available accessories. The quantity available during your
+ reservation time will depend on how many accessories are already reserved.
+
+
Booking on behalf of others
+
+
Application Administrators and Group Administrators can book reservations on behalf of other users by clicking
+ the Change link to the right of the user's name.
+
+
Application Administrators and Group Administrators can also modify and delete reservations owned by other
+ users.
+
+
Updating a Reservation
+
+
You can update any reservation that you have created or that was created on your behalf.
+
+
Updating Specific Instances From a Series
+
+
+ If a reservation is set up to repeat, then a series is created. After you make changes and Update the
+ reservation, you will be asked which instances of the series you want to apply the changes to. You can
+ apply your changes to the instance that you are viewing (Only This Instance) and no other instances will be
+ changed.
+ You can update All Instances to apply the change to every reservation instance that has not yet occurred. You
+ can also apply the change only to Future Instances, which will update all reservation instances including and
+ after the instance you are currently viewing.
+
+
+
Only Application Administrators can update reservations in the past.
+
+
Deleting a Reservation
+
+
Deleting a reservation completely removes it from the schedule. It will no longer be visible anywhere in
+ phpScheduleIt
+
+
Deleting Specific Instances From a Series
+
+
Similar to updating a reservation, when deleting you can select which instances you want to delete.
+
+
Only Application Administrators can delete reservations in the past.
+
+
Adding a Reservation to Calendar (Outlook®, iCal, Mozilla Lightning, Evolution)
+
+
When viewing or updating a reservation you will see a button to Add to Outlook. If Outlook is installed on your
+ computer then you should be asked to add the meeting. If it is not installed you will be prompted to download an
+ .ics file. This is a standard calendar format. You can use this file to add the reservation to any application
+ that supports the iCalendar file format.
+
+
Subscribing to Calendars
+
+
Calendars can be published for Schedules, Resources and Users. For this feature to work, the administrator must have
+ configured a subscription key in the config file. To enable Scheudle and Resource level calendar
+ subscriptions, simply turn subscriptions on when managing the Schedule or Resource. To turn on personal calendar
+ subcriptions, open Schedule -> My Calendar. On the right side of the page you will find a link to Allow or Turn Off
+ calendar subscriptions.
+
+
+
To subscribe to a Schedule calendar, open Schedule -> Resource Calendar and select the schedule you want. On the
+ right side of the page, you will find a link to subscribe to the current calendar. Subscribing the a Resource
+ calendar follows the same steps. To subscribe to your personal calendar, open Scheudle -> My Calendar. On the
+ right side of the page, you will find a link to subscribe to the current calendar.
+
+
Calendar client (Outlook®, iCal, Mozilla Lightning, Evolution)
+
+
In most cases, simply clicking the Subscribe to this Calendar link will automatically set up the subscription in
+ your calendar Client. For Outlook, if it does not automatically add, open the Calendar view, then right click My
+ Calendars and choose
+ Add Calendar -> From Internet. Paste in the URL printed under the Subscribe to this Calendar link in
+ phpScheduleIt.
+
+
Google® Calendar
+
+
Open Google Calendar settings. Click the Calendars tab. Click Browse interesting calendars. Click add by URL. Paste
+ in the URL printed under the Subscribe to this Calendar link in phpScheduleIt.
+
+
Quotas
+
+
Administrators have the ability to configure quota rules based on a variety of criteria. If your reservation
+ would violate any quota, you will be notified and the reservation will be denied.
+
+
Administration
+
+
If you are in an Application Administrator role then you will see the Application Management menu item. All
+ administrative tasks can be found here.
+
+
Setting up Schedules
+
+
+ When installing phpScheduleIt a default schedule will be created with out of the box settings. From the
+ Schedules menu option you can view and edit attributes of the current schedules.
+
+
+
Each schedule must have a layout defined for it. This controls the availability of the resources on that
+ schedule. Clicking the Change Layout link will bring up the layout editor. Here you can create and change the
+ time slots that are available for reservation and blocked from reservation. There is no restriction on the slot
+ times, but you must provide slot values for all 24 hours of the day, one per line. Also, the time format must be
+ in 24 hour time.
+ You can also provide a display label for any or all slots, if you wish.
+
+
A slot without a label should be formatted like this: 10:25 - 16:50
+
+
A slot with a label should be formatted like this: 10:25 - 16:50 Schedule Period 4
+
+
Below the slot configuration windows is a slot creation wizard. This will set up available slots at the given
+ interval between the start and end times.
+
+
Setting up Resources
+
+
You can view and manage resources from the Resources menu option. Here you can change the attributes and usage
+ configuration of a resource.
+
+
+
Resources in phpScheduleIt can be anything you want to make bookable, such as rooms or equipment. Every resource
+ must be assigned to a schedule in order for it to be bookable. The resource will inherit whatever layout the
+ schedule uses.
+
+
Setting a minimum reservation duration will prevent booking from lasting longer than the set amount. The default is
+ no minimum.
+
+
Setting a maximum reservation duration will prevent booking from lasting shorter than the set amount. The default is
+ no maximum.
+
+
Setting a resource to require approval will place all bookings for that resource into a pending state until approved.
+ The default is no approval required.
+
+
Setting a resource to automatically grant permission to it will grant all new users permission to access the resource
+ at registration time. The default is to automatically grant permissions.
+
+
You can require a booking lead time by setting a resource to require a certain number of days/hours/minutes
+ notification. For example, if it is currently 10:30 AM on a Monday and the resource requires 1 days notification,
+ the resource will not be able to be booked until 10:30 AM on Sunday. The default is that reservations can be made up
+ until the current time.
+
+
You can prevent resources from being booked too far into the future by requiring a maximum notification of
+ days/hours/minutes. For example, if it is currently 10:30 AM on a Monday and the resource cannot end more than 1 day
+ in the future, the resource will bot be able to be booked past 10:30 AM on Tuesday. The default is no maximum.
+
+
Certain resources cannot have a usage capacity. For example, some conference rooms may only hold up to 8 people.
+ Setting the resource capacity will prevent any more than the configured number of participants at one time,
+ excluding the organizer. The default is that resources have unlimited capacity.
+
+
Application Administrators are exempt from usage constraints.
+
+
Resource Images
+
+
You can set a resource image which will be displayed when viewing resource details from the reservation page. This
+ requires php_gd2 to be installed and enabled in your php.ini file. More Details
+
+
Setting up Accessories
+
+
Accessories can be thought of as objects used during a reservation. Examples may be projectors or chairs in a
+ conference room.
+
+
Accessories can be viewed and managed from the Accessories menu item, under the Resources menu item. Setting a
+ accessory quantity will prevent more than that number of accessories from being booked at a time.
+
+
Setting up Quotas
+
+
Quotas prevent reservations from being booked based on a configurable limit. The quota system in phpScheduleIt is
+ very flexible, allowing you to build limits based on reservation length and number reservations. Also, quota limits
+ "stack". For example, if a quota exists limiting a resource to 5 hours per day and another quota exists limiting to
+ 4 reservations per day a user would be able to make 4 hour-long reservations but would be restricting from making 3
+ two-hour-long reservations. This allows powerful quota combinations to be built.
+
+
Application Administrators are exempt from quota limits.
+
+
Setting up Announcements
+
+
Announcements are a very simple way to display notifications to phpScheduleIt users. From the Announcements menu item
+ you can view and manage the announcements that are displayed on users dashboards. An announcement can be configured
+ with an optional start and end date. An optional priority level is also available, which sorts announcements from 1
+ to 10.
+
+
HTML is allows within the announcement text. This allows you to embed links or images from anywhere on the web.
+
+
Setting up Groups
+
+
Groups in phpScheduleIt organize users, control resource access permissions and define roles within the
+ application.
+
+
Roles
+
+
Roles give a group of users the authorization to perform certain actions.
+
+
Users that belong to a group that is given the Application Administrator role are open to full administrative
+ privileges. This role has nearly zero restrictions on what resources can be booked. It can manage all aspects of the
+ application.
+
+
Users that belong to a group that is given the Group Administrator role are able to reserve on behalf of and manage
+ users within that group.
+
+
Viewing and Managing Reservations
+
+
You can view and manage reservations from the Reservations menu item. By default you will see the last 7 days and the
+ next 7 days worth of reservations. This can be filtered more or less granular depending on what you are looking for.
+ This tool allows you to quickly find an act on a reservation. You can also export the list of filtered reservations
+ to CSV format for further reporting.
+
+
Reservation Approval
+
+
From the Reservations admin tool you will be able to view and approve pending reservations. Pending reservations will
+ be highlighted.
+
+
Viewing and Managing Users
+
+
You can add, view, and manage all registered users from the Users menu item. This tool allows you to change resource
+ access permissions of individual users, deactivate or delete accounts, reset user passwords, and edit user details.
+ You can also add new users to phpScheduleIt. This is especially useful if self-registration is turned off.
+
+
Configuration
+
+
Some of phpScheduleIt's functionality can only be controlled by editing the config file.
+
+
$conf['settings']['server.timezone']This must reflect the timezone of the server that
+ phpScheduleIt is hosted
+ on. You can view the current timezone from the Server Settings menu item. Possible values are located here:
+ http://php.net/manual/en/timezones.php
+
+
$conf['settings']['allow.self.registration']If users are allowed to register new
+ accounts.
+
+
$conf['settings']['admin.email']The email address of the main application administrator
+
+
+
$conf['settings']['default.page.size']The initial number of rows for any page that
+ displays a list of data
+
+
+
$conf['settings']['enable.email']Whether or not any emails are sent out of phpScheduleIt
+
+
+
$conf['settings']['default.language']Default language for all users. This can be any
+ language in the
+ phpScheduleIt lang directory
+
+
$conf['settings']['script.url']The full public URL to the root of this instance of
+ phpScheduleIt. This should
+ be the Web directory which contains files like bookings.php and calendar.php
+
+
$conf['settings']['password.pattern']A regular expression to enforce password complexity
+ during user account
+ registration
+
+
$conf['settings']['schedule']['show.inaccessible.resources']Whether or not resources
+ that are not
+ accessible to the user
+ are displayed in the schedule
+
+
$conf['settings']['schedule']['reservation.label']The value to display for the
+ reservation on the
+ Bookings page. Options
+ are 'name', 'title', or 'none'. Default is 'name'.
+
+
$conf['settings']['image.upload.directory']The physical directory to store images.
+ This directory will need to be writable. This can be the full directory or relative to the
+ phpScheduleIt root directory.
+
+
$conf['settings']['image.upload.url']The URL where uploaded
+ images can be viewed from. This can be the full URL or relative to $conf['settings']['script.url'].
+
+
+
$conf['settings']['cache.templates']Whether or not templates are cached. It is
+ recommended to set this to
+ true, as long as tpl_c is writable
+
+
$conf['settings']['registration.captcha.enabled']Whether or not captcha image security
+ is enabled during user
+ account registration
+
+
$conf['settings']['inactivity.timeout']Number of minutes before the user is
+ automatically logged out. Leave this blank if you do not want users automatically logged out.
+
+
$conf['settings']['name.format']Display format for first name and last name. Default
+ is {literal}'{first} {last}'{/literal}.
+
+
$conf['settings']['ics']['require.login']If users should be required to log in to add a
+ reservation to
+ Outlook.
+
+
$conf['settings']['ics']['subscription.key']If you want to allow webcal subscriptions,
+ set this to a
+ difficult to guess value. If nothing is set then webcal subscriptions will be disabled.
+
+
$conf['settings']['privacy']['view.schedules']If non-authenticated users can view the
+ booking schedules.
+ Default is false.
+
+
$conf['settings']['privacy']['view.reservations']If non-authenticated users can view
+ reservation details.
+ Default is false.
+
+
$conf['settings']['privacy']['hide.user.details']If non-adminstrators can view personal
+ information about
+ other users. Default is false.
+
+
$conf['settings']['reservation']['start.time.constraint']When reservations can be
+ created or edited.
+ Options are future, current, none. Future means reservations cannot be created or modified if the starting time of
+ the selected slot is in the past. Current means reservations can be created or modified if the ending time of the
+ selected slot is not in the past. None means that there is no restriction on when reservations can be created or
+ modified. Default is future.
+
+
$conf['settings']['reservation.notify']['resource.admin.add']Whether or not to send an
+ email to all resource administrators when a reservation is created. Default is false.
+
+
$conf['settings']['reservation.notify']['resource.admin.update']Whether or not to send
+ an
+ email to all resource administrators when a reservation is updated. Default is false.
+
+
$conf['settings']['reservation.notify']['resource.admin.delete']Whether or not to send
+ an
+ email to all resource administrators when a reservation is deleted. Default is false.
+
+
$conf['settings']['reservation.notify']['application.admin.add']Whether or not to send
+ an
+ email to all application administrators when a reservation is created. Default is false.
+
+
$conf['settings']['reservation.notify']['application.admin.update']Whether or not to
+ send an
+ email to all application administrators when a reservation is updated. Default is false.
+
+
$conf['settings']['reservation.notify']['application.admin.delete']Whether or not to
+ send an
+ email to all application administrators when a reservation is deleted. Default is false.
+
+
$conf['settings']['reservation.notify']['group.admin.add']Whether or not to send an
+ email to all group administrators when a reservation is created. Default is false.
+
+
$conf['settings']['reservation.notify']['group.admin.update']Whether or not to send an
+ email to all group administrators when a reservation is updated. Default is false.
+
+
$conf['settings']['reservation.notify']['group.admin.delete']Whether or not to send an
+ email to all group administrators when a reservation is deleted. Default is false.
+
+
$conf['settings']['css.extension.file']Full or relative URL to an additional CSS file to
+ include. This can be used to override the default style with adjustments or a full theme. Leave this blank if you
+ are not extending the style of phpScheduleIt.
+
+
$conf['settings']['uploads']['enable.reservation.attachments']If users are allowed to
+ attach files to reservations. Default is false.
+
+
$conf['settings']['uploads']['reservation.attachment.path']The full or relative
+ filesystem path (relative to the root of your phpScheduleIt directory) to store reservation attachments. This
+ directory must be writable by PHP. Default is uploads/reservation
+
+
$conf['settings']['uploads']['reservation.attachment.extensions']Comma separated list of
+ safe file extensions. Leaving this blank will allow all file types (not recommended).
+
+
$conf['settings']['database']['type']Any PEAR::MDB2 supported type
+
+
$conf['settings']['database']['user']Database user with access to the configured
+ database
+
+
$conf['settings']['database']['password']Password for the database user
+
+
$conf['settings']['database']['hostspec']Database host URL or named pipe
+
+
$conf['settings']['database']['name']Name of phpScheduleIt database
+
+
$conf['settings']['phpmailer']['mailer']PHP email library. Options are mail, smtp,
+ sendmail, qmail
+
+
$conf['settings']['phpmailer']['smtp.host']SMTP host, if using smtp
+
+
$conf['settings']['phpmailer']['smtp.port']SMTP port, if using smtp, usually 25
+
+
$conf['settings']['phpmailer']['smtp.secure']SMTP security, if using smtp. Options are
+ '', ssl or tls
+
+
$conf['settings']['phpmailer']['smtp.auth']SMTP requies authentication, if using smtp.
+ Options are true
+ or false
+
+
$conf['settings']['phpmailer']['smtp.username']SMTP username, if using smtp
+
+
$conf['settings']['phpmailer']['smtp.password']SMTP password, if using smtp
+
+
$conf['settings']['phpmailer']['sendmail.path']Path to sendmail, if using sendmail
+
+
$conf['settings']['plugins']['Authentication']Name of authentication plugin to use. For
+ more on plugins,
+ see Plugins below
+
+
$conf['settings']['plugins']['Authorization']Name of authorization plugin to use. For
+ more on plugins,
+ see Plugins below
+
+
$conf['settings']['plugins']['Permission']Name of permission plugin to use. For more on
+ plugins, see
+ Plugins below
+
+
$conf['settings']['plugins']['PreReservation']Name of prereservation plugin to use. For
+ more on plugins,
+ see Plugins below
+
+
$conf['settings']['plugins']['PostReservation']Name of postreservation plugin to use.
+ For more on
+ plugins, see Plugins below
+
+
$conf['settings']['install.password']If you are running an installation or upgrade, you
+ will be required to
+ provide a value here
+
+
Plugins
+
+
The following components are currently pluggable:
+
+
+ - Authentication - Who is allowed to log in
+ - Authorization - What a user can do when you are logged in
+ - Permission - What resources a user has access to
+ - Pre Reservation - What happens before a reservation is booked
+ - Post Reservation - What happens after a reservation is booked
+
+
+
+ To enable a plugin, set the value of the config setting to the name of the plugin folder. For example, to enable
+ LDAP
+ authentication, set
+ $conf['settings']['plugins']['Authentication'] = 'Ldap';
+
+
Plugins may have their own configuration files. For LDAP, rename or copy
+ /plugins/Authentication/Ldap/Ldap.config.dist to /plugins/Authentication/Ldap/Ldap.config and edit all values that
+ are applicable to your environment.
+
+
Installing Plugins
+
+
To install a new plugin copy the folder to either the Authentication, Authorization and Permission directory. Then
+ change either $conf['settings']['plugins']['Authentication'], $conf['settings']['plugins']['Authorization'] or
+ $conf['settings']['plugins']['Permission'] in config.php to the name of that folder.
+
+{include file="support-and-credits.tpl"}
+