Overview

Now that you have created users, added new resources, and time Periods in RAPLA, its now time for you to create sessions or events. Creating events in RAPLA can be relatively straightforward if you are already familiar with the interface and you have experimented with the look and feel of the environment. This knowledge article will guide you with the basics of creating sessions or events in RAPLA, the possible functionalities you can use which could be relevant to your business or institution (Exceptions, Appointments, Groups and Class – which will be discussed further in the Advanced section of this documentation), and how to deal with conflicts.

Event Types

Paradigm Session Required Fields

Workflow

How to create a single event on RAPLA

1 You will use the left mouse (drag and drop) to mark the time period for the specific appointment you want to. The marked rows are highlighted in pale blue (as below).

2 Right click on the highlighted rows (selected time), a new context menu appears, then select the suitable event type, (Paradigm Session is selected in the sample screenshot below).

In the below instance, it is an example of creating a new Event (Paradigm Session). Note there are three sections: 
Event Type fields section: Fill out these fields that are critical for integration between RAPLA and Paradigm: Unit Codes (E.g. FIT9130), Unit Name, Campus (if applicable), Delivery mode, Department, see table above: Paradigm Session Required Fields for more details.

Appointments section shows the detail of the appointment: You will need to fill out the start and end date, select whether it is a single event or recurring one. You can even exclude public holidays or semester breaks if applicable (Refer to the workflows below under the Scenario 2 section).

Allocations section shows the resources you want to allocate to, add the resources from the left hand side to the right section by either double clicking or click on the resource and click the Add button.

3 Click on Save button.

 Scenario 1: Creating events while managing resources conflicts 

This is one of magics that RAPLA will show you next...

While you follow the above steps of creating events/appointment, when you reach to the bottom section - resource allocations. RAPLA tells you the available resource by having a green icon at front. The red cross icon means the resource has been taken for another event. So you should try to avoid allocating it again.

 Scenario 2: Creating repeating events with exceptions 

1. Following the same steps as above, then find Exceptions (0) button on the middle right hand side.

2. Click on Exceptions and a new window will pop up.

3. Add or remove the dates (e.g. public holidays, trimester breaks)

4. Click on Close button

5. The Exceptions button now appears in red with a number in the bracket.

1. You have now created a repeating event with one or more exception(s).

 Scenario 3: Creating repeating events along with a one-off event

1. You should follow the instruction of Scenario 2 to create a recurring events first (i.e.appointment 1)

2. After you added the exception date for the first appointment (as per the below image: Exceptions showing 1 in red)

3. Click on New button under the Appointments section to create a 'No repeating' event (i.e. appointment 2)

1. At Resource Allocation section, you need to assign resources (e.g. staff, rooms) to each appointment individually.

2. Currently all resources have been set to every appoint, you can change it by click on 'Every appointment'. It opens up more options to each appointment.

3. Resources have been color coded and allocated to

Appointment 1 and Appointment 2.

_{Introduction to RAPLA | 1. Install RAPLA | 2. Get Familiar with the RAPLA User Interface | 3. Create Users | 4. Add Resources: Facility, Equipment, Staff | 5. Create Time Periods | 6. Create Sessions or Events | 7. Publish RAPLA | 8. Synchronise Sessions to Paradigm}