CadmiumCD Logistics Scheduler
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The Logistics Scheduler allows administrators to assign presentations to rooms, dates, and time slots. It takes into account room seating capacities and configurations, date and time preferences, presenter conflicts, and attendance estimates to find the best options. The scheduler automatically detects double-bookings of rooms and presenters and allows scheduling multiple presentations within a session to the same room simultaneously.
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CadmiumCD Logistics Scheduler
- 2. The Logistics Scheduler: The Logistics Scheduler provides a mechanism for both assigning presentations to a specific room, as well as assigning their date and time slots, if not already done. If dates and times have already been assigned, then it can just be used for room assignments. It also provides a multitude of inputs for helping with this scheduling, as well as the means of checking or not checking for certain types of conflicts.
- 3. Primary Features Preconfiguration of all buildings and rooms, with rooms having associated supported seating configurations and capacities in those configurations. Preconfiguration of dates and time slots for easy selections during scheduling, but the ability to customize the time slot on-the-fly, as necessary. Seating configuration and room capacity/attendance estimates can be used to filter available rooms, or can be disregarded. All presentations within a session can be scheduled to the same room when the session is scheduled. Presenter conflicts can be immediately detected and prevent double-booking. They can also be permitted, as necessary. The double-booking of rooms can be prevented. 1 2 3 4 5 6
- 5. The following parameters can be used to filter room ability, but are not required: - An expected attendance number, or a min-max expected attendance range - The preferred seating arrangement for the presentation These parameters can be set at the time of scheduling, or they can be pulled in from worksheet fields. The worksheet fields may have been set by data migrated from the Scorecard, or they could have set by an administrator prepopulating the data in the worksheet. If migrated from the Scorecard, the submitter may have been asked for the desired seating configuration and estimated attendance numbers. There are also note fields where an administrator could put additional comments such as, “This attendance estimate is very optimistic. It was half this last year.”
- 7. The following optional information fields can be seen by the administrator doing the scheduling. These fields can be found in the Logistics Worksheet, and can either be migrated from the Scorecard or populated in the worksheet by an administrator. - Three preferred dates and times (usually provided by submitters in the Scorecard) - Extra chairs required - Function type - Four different notes or comments fields accessible by icons that can provide additional input on scheduling, seating arrangements, attendance or general comments coming from the speakers or the administrators.
- 8. Detect Room and Presenter Conflicts
- 9. By default, the scheduler will not show rooms that are already booked for a given date/time. This can be disabled during scheduling to see all rooms that meet the presentation’s scheduling criteria whether they’re booked or not. This might be necessary if adjustments need to be made in room assignments. Also by default, the scheduler will immediately flag presenter conflicts and prevent double-booking. This can also be turned off as need be. The conflict options are both checkboxes on the Scheduler. They will both default to not allowing conflicts for every presentation being scheduled, and must be explicitly checked to allow for conflicts.
- 10. With Room Conflicts enabled, you will simply not see those rooms as selectable options in the scheduler. With the Presenter Conflicts feature enabled, as soon as you select a date and time for the presentation, if a presenter conflict exists, you will immediately get a pop-up as shown below. It will indicate the unique Presentation ID of the other presentation involved in the conflict, as well as the presenter involved.
- 12. The Logistics Scheduler supports the concurrent room assignment of all presentations within a session when the session is scheduled. This time- saving feature eliminates the need of scheduling each presentation individually. Here is a before-shot of what a session with three presentations looks like in the logistics worksheet before assigning them to a room:
- 13. When you click on the session container (with Build Code M) to schedule it and its presentations, the scheduler will default to selecting the already configured session date and time. You will check the “Schedule All presentations for this session” box to schedule the presentations with it.
- 14. After selecting the “Grand Ballroom” room for assignment, all the presentations will be assigned to the Grand Ballroom along with the session container as you can see in the worksheet screenshot below.