Calendar Related Pages

Including Actual/Usual Open Hours, Actual/Usual Volunteering Sessions, Click & Collect and Nominating Shifts

Actual Opening Hours

Location: Toy Library/Actual Opening Hours

The Usual Opening Hours must be created first, to allow you to create Actual Opening Hours. The Actual Opening Hours page will allow you to nominate 'starting from when' do you want the usual opening hours to start?

Listing Actual Opening Hours

This view gives you a list of all future actual opening hours that have been generated, with the hours (based on the Usual Opening Hours associated with that day).

Actual Opening Hours can only be deleted if they have no Actual Volunteering Sessions attached to them.

Creating Actual Opening Hours (manual creation)

Once you have created Usual Opening Hours, you can generate Actual Opening Hours (AOHs). This can also be automated in Toy Library Settings.

Opening hours can be created individually (single session) or for a period of time (multiple sessions). If there is already an open hour for that date, it will not be created. 

Specific dates can be excluded through Excluded Dates.

IMPORTANT: There is no way to bulk delete Actual Opening Hours - we recommend not generating dates too far in the future in case of changing circumstances (you don't want to have to be going through and clicking "delete" 50 times if you decide next year you're opening on Mondays instead of Wednesdays).

Success screen

Click and Collect

Click and Collect

Setting Up Click and Collect

To use click and collect mode in SETLS, turn on click and collect mode in toy library settings.  This will enable your toy library members to click and collect toys from your toy library.

As well as click and collect mode, there are a few more options available:

For members, we aim for this to be a very simple process, with just 3 steps:

  1. Choose a session, including a date, time, and loan_only/return_only/loan_and_return
  2. Put toys in your click and collect basket.  Note that they cannot put reservable toys in their baskets, toys which are in anyone else's basket, toys which are on hold, etc.
  3. Confirm your session

To begin this process as a toy library administrator, you will 

  1. Turn on click and collect in toy library settings (Toy library -> Toy library settings)
  2. Edit the 3 new click and collect automatic emails (Toy library -> automatic emails) to suit the style of your toy library.
  3. Create click and collect sessions.  This can be done on your actual opening hours (or actual opening hours page for a certain branch, for multi-branch toy libraries).  You will need to have some existing actual opening hours (e.g. next Saturday) before you can create click and collect sessions.  Note that we recommend not creating click and collect sessions more than, say, 1 week into the future, otherwise your toys will be unavailable to other members, while they are waiting in a click and collect basket.
  4. Wait for your members to create baskets and fill them with toys.
  5. Before your session opens for the day, collect your toys and wait for your members to arrive and hand out the toys.  There are two PDF documents to assist with this:  (a) an overall summary, which lists toys to collect for each member, and what time they will arrive, (b) one A5 landscape page per member, with their name in very large type, so that that piece of paper may be included atop their pile of toys.  We chose A5 so that you can either cut in half existing A4 paper, or you can buy A5 paper outright.
  6. For each member, you can click the "loan toys" button on their click and collect page, which will destroy their click and collect basket, and they will now turn into ordinary loans. If your toy library has rental charges enabled, the fees will be applied at this step.

There are 3 kinds of automatic emails relating to the click and collect feature.

Click and Collect

Actual Opening Hours (Click & Collect)

Location: Toy library/Actual Opening Hours (Click & Collect) or Branches/Actual Opening Hours

Listing Actual Opening Hours (C&C View)

In Click and Collect Mode, the Actual Opening Hours page will change to include the Add Sessions box, and also a warning link if there are any bookings in the past (a booking is any session allocated to a member, regardless of confirmation status or toys in basket). To create sessions, you need to select a date/s, how long each session will go for (up to 60 minutes), and how many sessions you want per time slot. Sessions will be generated as long as the start time is within the open hours (so if sessions are 45 minutes long, and the open hours are 1pm to 3pm, sessions will be generated for 1-1:45, 1:45-2:30, and 2:30-3:15, for example).

Sessions created are additional to any pre-existing sessions, so be sure you have the correct date/s selected. Sessions are also immediately available to members once they are created.  As a toy is considered in a basket until it is either loaned or removed, we recommend against making C&C sessions too far in advance, otherwise you may find members booking a session 3 weeks away, for example, which means no one else can borrow the toys they have selected in that time.

 


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Day Summary

This page gives a run sheet for the opening hour.

Unallocated sessions can be removed. Members name is displayed, whether they have confirmed or not, if they intend on loaning and/or returning, and how many toys in their C&C basket. Unverified members will have a note next to their names to help indicate if you may have a new member coming in.

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Actual Volunteering Sessions

Location: Toy Library/Actual Volunteering Sessions

Listing Actual Volunteering Sessions

This table presents existing Actual Volunteering sessions, their description, volunteer requirements and current volunteer engagement.

Actual Volunteering Sessions can only be deleted if they have no volunteers nominated.

Actual Volunteering Session descriptions are text only and sort alphabetically on the Calendar. Writing times in here will not allocate those times (but it will put that description in some auto emails).

 

Creating new Actual Volunteering Sessions

To create Actual Volunteering Sessions, you must have Usual Volunteering Sessions set, and an Actual Opening Hour/s to allocate them to.

Like Actual Open Hours, Actual Volunteering Sessions can be created individually, or for a range. Actual Volunteering Sessions will not duplicate if there is already a Volunteering Session of that type on that Actual Open Hour.

Multiple Sessions will create all current Usual Volunteering Sessions that match the Actual Open hours during that period (ie you can't just nominate the Wednesday sessions).

Single session will only create the type selected.

 

 

 

 

Excluded Dates

Location: Toy Library/Excluded Dates

Excluded dates block opening hours from being created on these dates (both in auto and manual multiple creation modes).

Can be overridden using the manual single creation option.

Usual Opening Hours

Location: Toy library/Usual Opening Hours

Usual opening hours are the foundation of almost all other Calendar features. They define the times you are usual open, and are used by the Actual Opening Hours to generate open hours.

Adding Usual Opening Hours

To add a new usual opening hour, select the day of the week it occurs on, and the start and end time in 24 hour time (so 2pm is 1400).

"Every second" is utilized in the automated calendar generation, for manual calendar creation you'll need to do these individually. 

 

Legacy

If you will no longer be using a particular Usual Opening Hour, you can mark it as Legacy - this means that past history will remain accurate, but it will no longer show as an option or generate sessions of that type.

Usual Volunteering Sessions

Location: Toy Library/Usual Volunteering Sessions

Usual Volunteering sessions are the templates of things your members can nominate for. Most commonly they are times to volunteer (whether its a specific listed time "9:30-11:30", or just "Tuesday session"), although some organisations create specific roles or jobs to be filled ("Loans Leader", "Toy Cleaning", "Party Hire" etc).

The list is in order of date created.

This description influences what is displayed on the Calendar, Member's Volunteer Page, and the text contained within certain emails. It does not affect Calendar creation or management (ie a session with a description of 9:30-11:30 and a session with a description of 9:30-1:30 each have a value of 1 volunteer shift, even though in reality the time is double).

Minimum and Maximum volunteers are set here and influence the colours in Calendar, and some reporting.

Only sessions with no Actual Volunteering Sessions yet created can be deleted. If you are no longer using a Usual Volunteering Session, it can be marked as Legacy - existing Actual Volunteering Sessions with this UVS type will stay, but it will prevent creation of any future ones.

Nominating Shifts

Ensure that your Usual and Actual Volunteering sessions and Usual and Actual Opening hours have all been completed.

Now create your entries for the calendar (one month at a time is easiest).

To nominate a volunteer or staff member for a shift, click on the heading in bold (in this case, Saturday opener)
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This should bring up the box below. Begin to type in the volunteer or staff name in the nomination box. nominating member.PNG

The list of matching names will appear, choose the correct member and then click on the green Nominate member for this session button.

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A green bar will be shown at the top of the page to tell you the nomination has worked, and the member will be emailed the details of the session.


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If you go back to the Calendar, the entry should now look like this;

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Note: If you have a login to SeTLS that has administrative levels of power, you will see a Self-Nominate button on the Calendar. To nominate someone other than yourself, click on the bold text in the Calendar entry and follow the instructions above.