2. Get Familiar with the Rapla User Interface
- Diane Momongan (Unlicensed)
Overview
As with all other applications, the best starting point to learn more about the program is by getting familiar with its user interface. Rapla is a powerful tool with the most intuitive user interface design. If you have used other timetabling software before, Rapla is pretty much the same, except for the features we’ve discussed in the introduction of this documentation, as to why we chose Rapla. It’s just a matter of familiarising yourself with all the menus, buttons, and all possible functionalities you can do with it. This knowledge article will give you a comprehensive discussion of its interface for everyone who is already familiar, and the (not so familiar) new users of the timetabling applications.
Section 1: Side Menus
The left-hand side of the window shows the Configuration Tree. This section is divided into two sections: the top section is composed of all the main configuration folders (Resources, Users, Event Type, Categories, and Periods) while the section at the bottom contains the folder Conflicts which will show you the number of conflicting events created, and which resources are making the conflicts.
This section will also affect the main calendar view of Rapla (see How Side Menus when Selected Affect the Main Calendar View for more details).
Configuration Folder | Definition | Visibility |
|---|---|---|
  | Resource is a very generic definition. In a provider/institution context, resources can be rooms, laptops, projectors, staff members (teachers, tutors, etc.). By default (depending on your business or institution’s requirements), your Rapla is configured into 3 Types of Resources: Facility, Equipment, and Staff. Related Page: Add New Resources in Rapla | Yes to ALL Users |
 | User can be an administrator or non - administrator, e.g. reception, registrar. Any Rapla users with an administrator level can add new users to Rapla. Related Page: Add New Users in Rapla | Admin Only |
  | Allow full customisation: By default, we’ve set it to Student Booking, Generic Meeting, Generic Event, and Paradigm Session. The Event Type in creating sessions to be imported to Paradigm should be set as Paradigm Session. Related Page: Create Sessions or Events in Rapla | Admin Only |
  | Configuration for advanced users. Unless it’s necessary, this configuration folder is best left managed by our team. Please feel free to contact our Support Team if you have any questions on this section. | Admin Only |
  | Rapla provide support for fixed periods/terms. Simply enter the start and end date and enter the customised Period name. e.g. ‘2022 Semester 1’. This section should be updated every time you add an event which relates to a specific time period. The time period set here should also match the time period you’ve coded in Paradigm. Related Page: Add Time Periods in Rapla | Admin Only |
   | Conflict happens when two scheduled sessions (or any events) have the same time and date or using the same resources (teaching staff or room facility). This section will give you the details of the conflicting resources. The number specified on the right of the configuration folder is equivalent to the number of conflicting resources you’ve created. | Admin Only |
Section 2: Top Menu Bar
The top menu bar gives you control over the view you can see in Section 3: Main Calendar View. This contains the normal menus (File, Edit, View, and Help), the current logged in user (red texts on the upper right section, e.g. User silverband If you are an administrator, you have the option to switch in between accounts, see Switch Account View for more details), the two types of Filters you can use, and all the other buttons and menus to control the main calendar view (please check the table below for each button and menu description).
Buttons | Description |
|---|---|
Top Menus (File, Edit, View, Help) The only menu item here that you would normally use is the Edit > Options > Calendar if you want to make some changes on the Main Calendar View, see Calendar Edit Preferences for more details. | |
Currently Logged In User. If you are an admin user, you can switch in between accounts if you want to change some configuration / settings to other users of Rapla, see Switch Account View for more details. | |
Save button for the left side of the filter setting (mainly for resources and Person) | |
Publish URL button, popular option is HTML Publish. This is useful if you want to give a copy of the sessions or events created to non-Rapla users. To learn more about this feature, jump to 7. Publish HTML Calendar View. | |
Minimise the left side of the configuration tree, if selected, Rapla only displays the main calendar view. | |
 | Calendar type view allows you to switch between Week, Week/Resource, Month, Day/Resource, Day, Appointments, Events, see Calendar Types for more details. |
Date selection bar allows you to either enter a new date or click the forward and back arrows . | |
Select this option before creating any Paradigm Session event type. You can also select this option if you want to check the events created in a particular time period. | |
 | There are two types of filters you can use in Rapla to control your main calendar view. The first one on the right will let you filter the view by Event Type while the one on the left is by Resource Type, see Applying Filters for more details. |
Section 3: Main Calendar View
This is where all the sessions or events are created, shown or displayed.
The display or view of your main calendar will depend on the following:
A | Selected Date and Period menus on the Top Menu Bar. The session or events displayed will change as you change or adjust the date and time period. You have the option to jump from the older dates or periods to the current and the future ones. |
B | The layout and format of the gridlines display will depend on whether you selected: Week, Week/Resource, Month, Day/Resource, Day, Appointments, Events (refer to this page: Calendar Types for more details on changing views by calendar type). |
C | Filters either by Event Types, or by Resources (refer to this page: Applying Filters for more details on applying filters, and how to make the filtered sessions transparent or hidden: Calendar Edit Preferences). |
D | Your selection on the left Side Menus (as discussed in the above section), e.g. selecting a specific Resource like one staff member will only show the events related to that individual, selecting one user will display all the events created by that user, selecting the Resources Configuration Folder will display all the events or sessions created by all users. |
Related Pages
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Introduction to Rapla | 1. Install Rapla | 2. Get Familiar with the Rapla User Interface | 3. Create Users | 4. Add New Resources: Facility, Equipment, Staff | 5. Create Time Periods | 6. Create Sessions or Events | 7. Publish Rapla | 8. Synchronise Sessions to Paradigm
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