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Update Calendar for New Laser Cutter Inductions #587

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DoESsean opened this Issue Oct 19, 2017 · 8 comments

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DoESsean commented Oct 19, 2017

@jackie1050 has put together some volunteers to deliver laser inductions.

The calendar needs updating to reflect this, and allow people to book. Jackie is happy to do this if someone tells her how, but in the meantime I imagine it's easier for @johnmckerrell or @amcewen to do.

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ajlennon Oct 19, 2017

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Can you add me as a volunteer. Perhaps I could be a “floater” as I’m not always sure when I’m in but am happy to induct if about...

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ajlennon commented Oct 19, 2017

Can you add me as a volunteer. Perhaps I could be a “floater” as I’m not always sure when I’m in but am happy to induct if about...

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jackie1050 commented Oct 19, 2017

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DefProc Oct 19, 2017

The way inductions are currently set up, is that you add a calendar entry to the small and large laser cutter calendars on the times that you want to make available. This all works because youcanbook.me uses the google calendars as the true availability state of each laser cutter, one per piece of equipment.

The only requirement for being able to add or change induction slots is that you need to have Make changes to events access to the small and large laser cutter calendars.

Induction slots are 1½ hours long to allow 1 hour induction plus time for questions, and putting a slot on both calendars allows up to two people to book inductions at the same time. If someone books the laser at the same time, the induction slot will become unavailable; and similarly, once an induction is booked, it prevents an overlapping laser booking.

Currently there is no way to determine which laser the inductions will be booked on, and this system doesn't allow a laser booking if there are two inductions at the same time, even though these might still leave a laser free.

For the Thursday morning sessions, I set up recurring slots from 10am–1pm (two possible slots per laser, for a maximum of 4 inductees). To let youcanbook.me see these slots as inductions — and not bookings — add YCBM-OVERRIDE-UNITS as the first line in the Description of the entry, then these slots are immediately available for inductions.

While I used the title "Laser Induction Slot" for these entries, it might be worth prefixing that with the name of the person responsible for running the induction, to prevent confusion.

It is also possible to make the laser unavailable for booking by adding a calendar entry over the normal opening time for DoES; eg. for marking a laser as down for maintenance or repairs, or for bank holidays when DoES is closed.

NB.

  • for all day calendar entries, ensure that the entry is set as Busy as these default to Free in Google Calendar,
  • It's useful to set these events a Public so the title appears on the laser calendars on the website, otherwise these entries are only show as Busy

DefProc commented Oct 19, 2017

The way inductions are currently set up, is that you add a calendar entry to the small and large laser cutter calendars on the times that you want to make available. This all works because youcanbook.me uses the google calendars as the true availability state of each laser cutter, one per piece of equipment.

The only requirement for being able to add or change induction slots is that you need to have Make changes to events access to the small and large laser cutter calendars.

Induction slots are 1½ hours long to allow 1 hour induction plus time for questions, and putting a slot on both calendars allows up to two people to book inductions at the same time. If someone books the laser at the same time, the induction slot will become unavailable; and similarly, once an induction is booked, it prevents an overlapping laser booking.

Currently there is no way to determine which laser the inductions will be booked on, and this system doesn't allow a laser booking if there are two inductions at the same time, even though these might still leave a laser free.

For the Thursday morning sessions, I set up recurring slots from 10am–1pm (two possible slots per laser, for a maximum of 4 inductees). To let youcanbook.me see these slots as inductions — and not bookings — add YCBM-OVERRIDE-UNITS as the first line in the Description of the entry, then these slots are immediately available for inductions.

While I used the title "Laser Induction Slot" for these entries, it might be worth prefixing that with the name of the person responsible for running the induction, to prevent confusion.

It is also possible to make the laser unavailable for booking by adding a calendar entry over the normal opening time for DoES; eg. for marking a laser as down for maintenance or repairs, or for bank holidays when DoES is closed.

NB.

  • for all day calendar entries, ensure that the entry is set as Busy as these default to Free in Google Calendar,
  • It's useful to set these events a Public so the title appears on the laser calendars on the website, otherwise these entries are only show as Busy
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johnmckerrell commented Oct 19, 2017

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jackie1050 Nov 8, 2017

I now have access to calendars (thanks @DefProc). I've added Saturday morning slots, but these don't show up when booking, as booking calendar doesn't show Saturdays. Suggest we discuss at next organisers meeting.
DMd @huffeec for a reminder on his availability for inductions. If anyone else would like to do inductions and can specify dates/times, please get in touch.

jackie1050 commented Nov 8, 2017

I now have access to calendars (thanks @DefProc). I've added Saturday morning slots, but these don't show up when booking, as booking calendar doesn't show Saturdays. Suggest we discuss at next organisers meeting.
DMd @huffeec for a reminder on his availability for inductions. If anyone else would like to do inductions and can specify dates/times, please get in touch.

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johnmckerrell commented Nov 8, 2017

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DefProc Nov 20, 2017

It's because the slots are marked as busy in the google calendar. I've changed them to free and the slots are bookable now.

DefProc commented Nov 20, 2017

It's because the slots are marked as busy in the google calendar. I've changed them to free and the slots are bookable now.

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johnmckerrell Dec 1, 2017

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Closing this as I think @jackie1050 has sorted it out, please reopen if not!

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johnmckerrell commented Dec 1, 2017

Closing this as I think @jackie1050 has sorted it out, please reopen if not!

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