UniTime room is not available to schedule events

Tags UniTime

Overview

If a user is trying to request an event in a room using UniTime but cannot request an event is the room, there are multiple reasons why this may occur.

  1. The room may not exist in UniTime.
  2. UniTime may not be used to manage events in the room.
  3. UniTime may be used to manage events in the room but the department managing the events for the room may not have opened the room up for events for the academic session the event is being scheduled in.
  4. UniTime may be used to manage events in the room but the department managing the events for the room restricts the set of users who can request events for the room.

Instructions

There are multiple steps that any authenticated user can take within UniTime to determine which of the above reasons are why they are unable to schedule an event in a given room.

  • Determine if the room exists in UniTime.
    • In UniTime navigate to the Events -> Rooms page.
    • Select the appropriate academic session to check for the room’s existence.
    • Either type in or use the drop down in the room filter to enter the building abbreviation for the room in question.
    • Press the search button.
    • Look at the search results. 
    • If the room does not exist in the list, then it does not exist in UniTime and is managed elsewhere.
      • Places outside of UniTime to check:
        • Check the Accruent EMS system. This can be found in myPurdue on the Events card.
        • Check Outlook
        • Check with the department associated with the room. This may require some leg work such as visiting the building the room is in and asking people in offices nearby who reserves the room.
  • The room exists in UniTime.  Determine whether UniTime is used to manage events for the room.
    • Look at the Event Department information displayed for the room on the Events -> Rooms page.
    • If the room does not have an Event department listed then UniTime is not used to managed events in the room.
      • Places outside of UniTime to check:
        • Check the Accruent EMS system. This can be found in myPurdue on the Events card.
        • Check Outlook
        • Check with the department associated with the room. This may require some leg work such as visiting the building the room is in and asking people in offices nearby who reserves the room.
  • The room is managed for events in UniTime. Determine whether the department that manages the rooms has opened the room up for event requests for the term the user is requesting the event.
    • Look at the Event Status information displayed for the room on the Events -> Rooms page for the term the event is to be scheduled into.
    • If the status is “Disabled” then the department managing the room has not yet enabled the room for event requests for the given academic term. Until the event manager for the room enables it for events for the term, it will not be possible to request events in the room.
    • If the status is “Only Managers” then the event manager for the department managing the room is the only person who can create events in the room. Contact the department for the room to request an event in the room.
    • If the status is “Only Department” then the department for the room restricts the set of users who can request events for the room. Contact the department to enquire if you can be added to the list of users who can request events for the room.
    • If the status is “Enabled” then it should be possible to request events in the room for the selected academic session.

 

Still need help?  Click the 'Purdue IT Request' button to start a ticket.

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