TT - Rooms Tab (SU)
Overview
This is where your available room resources are defined.
The 'Timetabled' column will display an 'N' where the resource is a non-timetabled resource. Non-timetabled resources are used in Staff Kiosk for adding Calendar items against. Non-timetabled resources are not accessible by the timetable. All rooms that you want to be made available for timetabling should have this field left blank. You can use 'Edit' mode to adjust the settings for this field.
Rooms are also editable in Staff Kiosk program Calendar > Resources/Venues (Setup).
Adding Rooms
To add a new room, click on the 'Add NEW Room' button to display the 'Room Definitions' screen.
When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.
Viewing and Editing Rooms
To 'View' or 'Edit' a Room, click on the associated link. The 'Room Definitions' screen is then populated with details of your chosen selection.
When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.
| Fields that require detailed information | |
|---|---|
Code | Unique alphanumeric code for this room. (4 characters maximum.) |
Description | Room descriptor. (30 characters maximum.) Examples may include: |
Timetable Flag | This Yes/No flag specifies whether this room is used in Student Admin > Timetable > Timetable Information > Maintain Timetable Details. |
Enable PTI | Set this field to 'Yes' to indicate if this room is to be available (as an option) when creating an 'Interview Conference' in the Parent-Teacher Interview system. Rooms set with a 'Yes' will be displayed in the drop-down list on the 'Room ' tab in program Student Admin > Teacher Records > Parent Teacher Interviews > PTI Conferences. |
PTI Capacity | This relates to the maximum number of parents that this room can cater for during Parent-Teacher Interviews. It displays as an information field on the 'Room ' tab in program Student Admin > Teacher Records > Parent Teacher Interviews > PTI Conferences. |
Campus | Details of the functionality available within the Timetable module that allows the upload and maintenance of 'Campus Specific' timetables, is available in the 'How To' guide 'Additional Steps Required to Load a Campus Specific Timetable'. Use this field to allocate this room against a campus. |
Enable Bookings | Set this field to 'Yes' to indicate if this room is to be available for bookings in the Staff Kiosk Resource Booking System. |
Room Capacity | This relates to the capacity of this room when used for bookings in the Staff Kiosk Resource Booking System. |
Category | Use the drop-down list to select a category for this room. |
Alert Text | The text entered here will create a hover-over alert (‘yellow alert’ icon) that will display next to a room resource in Staff Kiosk program Staff > Resource Booking System. Enter up to 60 characters. |
Attachment | Use this field to create an attachment that can be viewed or downloaded for this resource. An example of this could be a map to the location of this resource or an additional booking form. Two options are available to attach a file to this resource:
Once uploaded, the attachment will be represented by a 'Paperclip' icon. To delete the attachment, tick the 'Delete Attachment' checkbox, available in 'Edit' mode, then click 'Update'. In Staff Kiosk, the attachment will display as a 'document' icon next to the room resource in Staff Kiosk program Staff > Resource Booking System. |
Assigning Features to Rooms
Click the 'Features' link in the 'Action' column to display the 'Room Features' screen.
To add a new feature to this room, click the 'Add Feature' button. Choose the 'Room Feature' from the drop-down list and click 'Save' to assign the feature to the room.
If a feature is no longer relevant to this room, click the 'Delete' link in the 'Action' column.
Uploading Rooms
An alternative to updating rooms manually (as described directly above) is to prepare a file using a Microsoft Excel® spreadsheet, save it as CSV file and use the 'Upload' button to load the room data into the timetable.
The upload caters for loading new rooms, updating existing rooms, and removing unused rooms.
The upload process includes on-screen checking prior to proceeding and generates an audit trail style report that displays 'old' rooms and 'new' rooms.
Important!
The spreadsheet must be saved in comma-delimited (CSV) format and contain the columns from the table that follows.
Column | Field Name | Field Type/Size | Field Description |
|---|---|---|---|
A | Room Code | char(4) | Mandatory. Alpha-numeric characters only (A-Z, 0-9). |
B | Room Description | char(30) | Mandatory. |
C | Timetable Flag | char (1) | Must be either a blank value or 'N' |
D | Campus Code | char(3) | Optional. |
E | Interview Flag | char (1) | Mandatory. Must be a value of 'Y' or 'N'. |
F | PTI Capacity | char(3) | Optional. Valid values are in a range of 1 to 999. |
G | Enable Bookings | char(1) | Mandatory. Must be a value of 'Y' or 'N'. |
H | Room Capacity | char(3) | Optional. Valid values are in a range of 1 to 999. |
I | Category | char(10) | Optional. Must be a valid category code set up in program Student Admin > Teacher Records > Setup Information > Staff Kiosk Setup on the 'Room/Resources Categories' tab. |
J | Alert Text | char(6) | Optional. |
- The sheet must NOT have header or footer rows.
- All formats must be removed from this sheet (Within Microsoft Excel® go Edit > Clear > Formats).
- For any row where the value in column E is 'N' (Interview Flag is No) then the corresponding value in column F will be ignored.
- Regardless of how the 'Interview' flag in column E is set, if you are not uploading 'Room Capacity' in column F you need to include at least an apostrophe ( ' ) in one cell in column F.
Rooms Upload
After you click the 'Upload' button, the 'Room Upload' screen will be displayed.
Use the 'Browse' button to locate the .csv file that you intend to upload.
| Select one of the following 'Import options' | ||
|---|---|---|
| This selection determines how any pre-existing data will be processed in the import process. This can be any one of the following options: | ||
| Import Options | Preserve existing data. | This option will only add new room records that do not already exist. |
| Overwrite existing data with new data. | This option will overwrite any existing data with new data (e.g. a new description for an existing room code). It will also add new room records that do not already exist. Option 2 differs from option 3 (below) in that existing records in TASS.web that are not referenced in the upload file will remain unchanged in the TASS.web database. | |
| Remove all existing room records and create new. | This option will initially delete all room records and will then upload the new room records. | |
| Remove all existing room records EXCLUDING non-timetabled. | This will remove all existing room records excluding those that are non-timetabled (Rooms with an 'N' in the 'Timetabled' column). | |
Click the 'Next' button.
The system will validate the file to ensure that it meets the format described above.
If validation is successful, the program will display the room data that will be uploaded.
Room descriptions that have been changed using option 2 above will also be displayed.
Check that your updates are correct and click on the 'Save' button to commit your changes to the TASS.web database.
If validation is unsuccessful, the program will produce an exception report. You will need to address the issues in the .csv file and re-import the data.
If you have a lot of rooms to update a suggested methodology is to:
- Use the 'Print' button to produce an Excel® file with your existing rooms using the 'Export to Upload File' formatting option.
- Make the required changes in Excel® and save the worksheet as a
.csvfile. - Use the 'Upload' button to load the changed rooms into the timetable.
Print Rooms
Select the 'Print' icon at the top of the screen to generate a report outlining timetabled rooms.
'Formatting Options' allows the user to choose the destination of the report. This can be to Adobe® PDF viewer, Microsoft Excel® or Microsoft Word®. The report can be sorted by 'Code' and 'Description' by selecting the appropriate radio button.
Use the checkboxes on the right of the screen to indicate your preference for displaying 'Table Borders', 'Alternate Row Colours' and 'Exclude Non-Timetabled Rooms'.