Rental Calendar Notations

Discussed here:

• Rooms as Resources

• Event Monitors as Resources

• Picking a Calendar

• Calendar Nomenclature, coding of entries and what’s needed

• Managing Resources

Rooms are calendar Resources

This allows us to run reports and see activity on a per resource level:

Resource Calendars

• Rooms

  • Lakeview

  • Creekside

  • Founder’s

  • Kitchen

  • Cafe

  • Clinic

  • the Lawn

• People

  • Cleaning Crew

Event Monitors as calendar Resources

Picking a Calendar

Do note that events can be shifted between calendars that you have write-access to.

For “uncommitted” planning and brainstorming of events, please add new events to the Rentals: Requests calendar. Everyone on the Bookings Team has access to this calendar.

At the time of writing this there are 2 major kinds of calendars: Programs & Rentals. These are broken down in to sub groups:

• LVR Rentals

• LVR Ongoing

• Creekside Rentals

• Creekside Ongoing

Duplicate Entry: Paper and Digital, keeping it straight.

Payment status and other critical details are tracked both in the contract as well as on the calendar. It’s important that when updating a rental that the paper copy is updated, and placed back in the bin so it sticks out. This will be a reminder that there’s an update that needs to be applied to the digital calendar.

Picking the right Calendar

By virtue of choosing the correct calendar, you’ll be adding a layer of detail that helps us filter calendars for reporting.

Checking Room Status

Two options to check if a room is booked:

1 - attempt to make an entry on the Rentals: Requests form, and DO NOT ADD, but do see IF the room is available that day.

2 - Review the 2 calendars for the given room.

3 - To avoid booking conflicts, it is strongly recommended that you have these calendars visible at all times:

• Programs (all)

• Rooms (all)

• Rental Requests

Creekside, Kitchen, and other pairings

When doing paired bookings with LVR, be sure to add the resource to the LVR Calendar with all requested rooms. Please do add to each calendar for booked rooms. E.g. if an LVR booking is to make use of the Creekside and Founders’ room, please make sure there is an entry on the Creekside rentals and Founder’s rentals calendars.

Calendar Nomenclature

The Google Calendar Entries should contain the following high-level & important details

[$$ STATUS] *** Who / What

Who’s Renting

• Subject This is what’s shown in the calendar.

• First and Last Name

• Their Phone Number

• Rental Description

States

• Hold

• Booked

• Paid

n the comments, please include details for the booking which are:

Calendar Links…

Event Monitor Calendars

• Monitor Needed

• Elizabeth

• Brian

• Unhosted A, Unhosted B, Unhosted C

• Volunteer Pool A, Volunteer Pool B, Volunteer Pool C

Managing Calendar Resources"

These resources are managed by the Google Suite Admin, once logged into that account, feel free to follow [ this link to the resource management section ].