Here are some quick steps to get you started.
Note that small window sizes do not work well. If the Scheduler does not appear to be behaving, or items are not visible, it may be a sizing issue, which can be overcome by increasing the window size or by zooming out.
To view a beamline calendar
Click on the Calendar tab and select Resource Calendar
Click on the calendar icon for the
cycle you wish to view (on the right)
Check the resource (beamline) you wish
to view or edit.
To view and print the ALS Master Schedule
Click on the Calendar tab
Select Master Calendar
Click on the calendar icon to view
Select print to create a PDF file
Select export to create an ics file
which can be imported into Google calendar, etc.
To configure scheduling and visibility options
·Click on the Resources tab and select
Configuration. Allows scheduling by shifts or by the hour
Editing a calendar
Only beamline schedulers will be able to edit, and then
only the beamlines they ‘own’ - contact user office to assign scheduler
Editing mode is not possible when more than one beamline or endstation is selected.
Decide which view to use:
Month view is the default
Cycle view is a familiar view and good for
scheduling by shifts
Week and day views are better for
scheduling by the hour
Master Calendar events can be grayed out
by clicking the ON/OFF button
Select whether to view:
List of beamlines (Resources)
List of proposals (Experiments)
available to schedule
List of other event types / placeholders
(Pre-defined events – note see user office if an additional pre-defined event
How to schedule a proposal:
Click on a proposal to select a color
Drag and drop a proposal or predefined
event to the square you want the event to start.
Move it to a different box if needed
Extend it by clicking on the two lines
at the bottom of the event and stretching the event to the desired end time. (You can also click on the event and select the edit (pencil) button to edit event details.
Experiment list details will be updated
to reflect the # shifts scheduled.
Drag and drop predefined events to schedule them. Maintenance and commissioning and BL not Staffed will be used to calculate BL
usage. BLS time, DD time and RA time are placeholders and should eventually be
replaced by RAPIDD proposals. These placeholders do not count as beamtime used for DOE reporting and do not generate pending ESAFs.
Beamline / beamtime scheduling:
Beamline – this is where beamtime is scheduled. The schedule is
used to report beamline usage to DOE
Only proposals and pre-defined events
may be scheduled on the beamline calendar
All-day events may be used to communicate
additional information. To add these, click on the all-day box below the date
Can only schedule during user ops - cannot
schedule during Master Calendar events – except for 2-bunch (see user office if
regularly scheduling Special Ops)
Endstation calendar will auto-populate when
proposals are scheduled on the beamline
The appropriate proposal endstation may
be changed by clicking on an event and editing
Endstation calendars do not contain
Master Calendar events – events can be scheduled whenever you want.
Calendar status and publishing calendars
To aid with development and
appropriate viewing levels the status of a beamline (resource) calendar goes through 3 stages: Private > Draft > Published:
Private: in this status the calendar is editable
by the assigned scheduler(s). It can only be viewed by beamline schedulers and
ALS admin staff. This status is intended for preparing an initial or partially
completed calendar. The status can be updated to draft by clicking on the edit icon
Draft: in this status the calendar is editable by the assigned scheduler(s). In
addition to ALS staff, it can also be viewed by the proposal PI and Exp Leader. This
status is intended for you to invite
users to confirm their time before the calendar is formally published. Once a proposal is scheduled an email can be sent –
check the > to see that option. Once
the calendar is more or less complete, update to published by clicking on the cloud icon .
Publishing a calendar
will generate a customizable email to all users with scheduled beamtime.
Published: in this status the calendar is not
editable and can be viewed by anyone. To edit the calendar you will need to
click on the pencil icon which creates a copy with cloned
Cloned: this calendar is a clone of a published
calendar. It is created by clicking on the edit icon after the calendar has
been published. The cloned version can
be edited, and when the edits are republished (using the button at the bottom
of the calendar view) the cloned version becomes the new published version.
If you attempt to edit a published calendar and there is no edit button, check to see if a clone is already open.
Staff may create a new resource – that is for your own use (e.g., for a piece
of equipment). Click on the orange Resource + button, to create a new resource
owned by your beamline.
This happens if your session is inactive for > 12 hours. A
warning message appears, but quickly disappears. If the editing does not appear
to be working, look in top RH corner to see if you need to login again.