The Facility Calendar shows both activities and rentals in a detailed calendar format. There are many uses for this calendar:,
- Viewing availability for booking and scheduling are the main focuses
- A reservation can be started by clicking a date and time
- Clicking on a reservation in the calendar will bring up that reservation's information
- Clicking on an activity in the calendar will bring up that activity's information detail
- Facility calendar can be viewed and printed in month, week, and day formats
Ways to Search the Facility Calendar
Location: Searching by location will show a calendar view by either all locations or by using the drop down by a single facility or facility area
- Clicking the Show Facilities checkbox will show the name of the facility/area next to the event on the calendar
Location Types: Searching by location type will show a calendar by the type assigned to facilities
- Types are custom and can be created and assigned under the Facilities tab
- Use the drop down to filter by location type
- Clicking the Show Facilities checkbox will show the name of the facility/area next to the event on the calendar
Activity Categories: Searching by activity category will show a calendar by the category assigned to activities
- Categories are custom and can be created and assigned under the Programs tab
- Use the drop down to filter by category
- Clicking the Show Facilities checkbox will show the name of the facility/area next to the event on the calendar
Facility Rental Categories: Searching by facility rental category will show a calendar by the category assigned to the reservation
- Categories are custom and can be created under the Facilities tab
- Use the drop down to filter by facility rental category
- Clicking the Show Facilities checkbox will show the name of the facility/area next to the event on the calendar
Musco Calendar Export
You can export your facility calendar to the Musco Lighting software, which controls lighting automatically through a schedule. You must have your Musco Control-Link software account and facility information, including Musco Facility IDs and Field IDs, and username/password, which is different than your MyRec.com username/password. After receiving this information from Musco, have them turn on the ability to receive data from us.
Daytime Lighting
If lighting is needed in the daytime, please let Musco know that there is a setting that they will need to update.
Setup
In order to enable the Musco Calendar Export, please contact MyRec.com customer service. You will need to give them your department’s Musco username and password.
- On the MyRec.com Management side, go to the Facilities tab in the left-hand navigation menu, then select View/Search Facilities
- Click the Edit Musco ID’s link at the top of the screen
- You will need to enter the Musco Facility ID (for the parent facility) in the Musco Facility ID box, and the Musco Field ID (for the facility area) in the Musco Field ID box.
- If you want to schedule an entire facility in Musco, you must provide both the Musco Facility ID and the Musco Field ID for the parent facility. If not scheduling the entire facility, the Musco Field ID for the parent facility can be left blank.
- When you are done entering the Musco Facility ID and Musco Field IDs, click Update
- The Musco ID's can also be added or edited within the facility itself by going to the Facility Info tab and clicking Edit. There will be a field for both the facility and field ID on this page.
Sending Schedule to Musco
- Go to the Management Calendar
- Click Print Calendar List
- If not using the defaults, select the Location and/or start and end dates
- On the list, you will see a checkbox in front of any entry in the schedule that has a Musco Facility ID and Musco Field ID that is available to schedule to Musco
-
Check any items that you wish to send or Select All Dates
- This will only select dates that have the Musco information
- If there was a previously sent schedule, any unchecked items will be removed, so any items you wish to remain on the schedule should be checked
- The default for scheduled items must be within non-daylight hours, the Musco schedule will not accept the item if it is in daylight hours, and it will not stay checked in our system
- Reminder: contact Musco to change a setting to allow lighting during daylight hours
- After making selections, click Send Schedule to Musco
Once you send the initial schedule for the selected time period, if you go back into the Calendar list any items that were already sent will be checked. If you wish to make changes to send to Musco, check or uncheck applicable boxes, and send the schedule again.
Export Calendar
The calendar can be exported to your favorite calendar that supports an .ics file. During the calendar export process, choose the desired date range to import to your selected calendar.
- The calendar cannot be synced from outside platforms as a subscription
- When importing the calendar, duplicate events will not be overwritten by the import
Export and Import Calendar
- Go to Facility Calendar from the menu on the left or use the Calendar icon at the top of the management screen
- Select Export Calendar
- Adjust the Start/End Date according to the date range you want to export
- Select the Download .ics file link
- Once the file has been downloaded, you can import the current event list to your favorite calendar application that supports .ics files