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Objective

This page explains on the topic of how to create a new event on Rapla.

Complexity LOW to MEDIUM

Page Contents

Assumptions

Key terms and concepts

Note

Both admin and non-admin user privileges are able to create events in Rapla. Only admin users may edit events created by other users.

Be advised

The user needs to make sure they are not highlighting anything on the left-hand side of the menu bar. This can cause Rapla to think that you are creating any events against that resource. Hence, you might see warning message as below.

Explanation of standard event types

Explanation of standard event 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 a new context menu appears, then select the suitable event type, ranging from a session, generic event, meeting or student booking. In the below instance, it is an example of creating a new Event (Paradigm Session).

  3. Note there are three sections: 
    The upper section: confirm the Event type you want to create, 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.



    The middle 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 below scenario 2).


    The bottom 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 go to click Add button 


    * Worth to check the following scenarios to make sure there are no conflicts among resources. 

  4. 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 putting a green icon in the front. The red cross icon means the resource has been taken for another event. So you should avoid to allocate it again in this new event.


Scenario 2: Creating repeating events with public holiday exceptions 

  1. Following the same steps as above, and find Exceptions 

    button in the middle of right side.

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

  3. Manually add or remove the dates you want (i.e. public holidays, trimester breaks)

  4. Click Close

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


Scenario 3: Creating repeating events along with an once-off event

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

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

      5. 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.

 

     6. Resources have been color coded and allocated to Appointment 1 and Appointment 2 

Further Reading

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