Using the Yale Resource Scheduler

The Yale Resource Scheduler (http://scheduler.yale.edu) is an online booking system for the Yale Medical School’s research resources, such as facilities, instruments, and locations.

Administrators of these resources use the site to post availability slots and billing restrictions; users can access resource schedules, reserve time slots, and identify payment accounts and create billing reports.

For Users


1.     Request Access

In order to see a resource’s availability schedule and book time slots, you must first request access to that resource by contacting the administrator for that resource, listed at http://scheduler.yale.edu.

  • Click on Browse Resources, log in, and click All Resources. Choose the resource you want access to. Resources will give a list of administrators and their contact information; all you need to do is email them and ask permission.
  • If you would like to Create a Resource, follow the steps above, scroll to the bottom of the existing list of resources, and click Create Resource.
  • You will probably be required to undergo a training or informational session before you can use any resource.

External: The administrator will have to add the external email address to the scheduler and schedule any training or initiation time with you. Once you have been added, you can create your own password. Your email address is your username.

Internal: For users within the Yale network, contact the administrator for access to the resource and perform any training or initiation required. The administrator then adds you as a member to the resource.

2.     Create a Payment Account

Some resources are free; others charge per hour of use, per reservation, or per unit. To book a resource that charges, you must first create a payment account.

  • Click Payment Accounts and then New Payment Account

You can create as many payment accounts as you want, and external users can use different billing schemes, like PTAEOs or purchase orders. When you sign up to use resources, you can specify which account gets billed, and even spread expenses over multiple accounts.

To create a payment account, fill in all the fields under New Payment Account, and then click Save. Your account will be added to a list below. We recommend filling out the fields in the New Payment Account pop-up as follows:

  • Account Name is the short nickname people often use for accounts,
  • Account Owner/PI is the Billing Owner or PI,
  • Department is the billing department,
  • Email is the PI’s email address or the business person’s email, and
  • Phone is the PI’s phone number or the business person’s phone number.

3.     Reserve

Once you have been granted permission, you will see that resource appear under the heading Your Resources. You may now access its schedule by clicking on it.

Under Reserve Resource, you will find a calendar with available slots in green. To book a time, click a slot and click Submit Booking.

If the resource requires payment, you will first be prompted to choose one or more payment accounts. If you have multiple accounts, you can choose which account to charge to, or allocate the charge across several accounts.

You can view your booking history under Usage Reports. Here, you will see all of your previous reservations. Your upcoming reservations are listed under Browse Resources.

NOTE: External users need to create an account before they can be given access to a resource.

 

For Administrators


Administrators are allowed to create new resources and set up availability schedules and billing schemes for them.

1.     Create a new resource (i.e., the microscope, room, or facility)

Log into the Scheduler, click Browse Resources, then click All Resources. At the bottom of that page is a button to Create Resource.

  • Fill out the fields. In “Resource Name,” include the name of the department that owns the resource.

2.     Create charges

If your resource costs money to use or reserve, add the various charges (like for a booking, or by hour, or for additional materials that may accompany the reservation) by clicking New Charge and adding each one. Charging by unit gives you the flexibility to charge for a microscope slide in addition to the fee for the time on the microscope, or for using a surgical kit in addition to the fee for the surgery room. It's also useful for charging a late fee (in which case your "minimum purchase" would be zero and your "maximum purchase" would be one, and an administrator would log in afterwards to update user charges).

3.     Create limits

If your resource has limitations (such as only two bookings allowed in a month, or only two-hour can be booked per week, etc.), select New Limit to add these.

4.     Create an availability schedule

To edit the availability schedule of your resource, click Create Availability; an editable calendar will appear. You will need to create an instance for EACH AVAILABLE SLOT of the day, recurring on the appropriate days of the week  (That is, you will need to create a slot for 1 to 2 pm Monday to Friday, and another slot for 2 to 3 pm, and another slot for 3 to 4 pm. Remember you only have to do this one time, when setting up your resource online). This will allow your user to sign up for the hour from 1 to 2 on Wednesday. You can create availability slots in any time block you wish--two-hour blocks, or all-day blocks, or 30-minute blocks.

5.     Granting access to resources

To grant users access to your resources, go to General Info and then Edit Resource. You can give users access by adding their email addresses to the “Authorized Users” box.

6.     Billing

You can create reports up to the day in the Usage Reports area.To select reports for more than one resource, use the "Ctrl" button on your keyboard and click the resources you want to include. Then, under the "Report Type" drop-down, select one of the following:

  • Oracle Report--this is a report built to be uploaded directly into the Yale Oracle finance system for billing.
  • Usage by Booking--This report provides you with the user, the PI, and the information about each booking the user made.
  • Usage by PI--This report summarizes the usage by the PI or Account Owner name.
  • Charge Report--This report supplies the user, the PI, and all the details all of the charges in all of their miniscule detail, including cancellation fees, charges for supplies, hourly charges, and/or booking charges.

7.     Actual Use

Note: if you elect to charge per hour of actual use instead of per hour reserved, you will need to have users submit their actual hours after using the resource before the end of the billing cycle. Instruct your users to find their past reservation on the calendar and update their actual usage time.