Assignment Windows For Locations

Assignment Windows are a type of assignment policy exception which are relative to an event's start date rather than specific dates. A user has different assignment policy permissions for a location in the days before an event starts. 

There are three options for permissions in an assignment window:

• Assign - the user is able to assign the location without requiring approval
• Request - if the user attempts to assign the location, instead they generate an assignment request task
• Not Requestable - the user is not able to request or assign the location at all

Example:

• Assignment Window starts 3 days before the 1st Occurrence Date with the following permissions: Request

Image: Assignment window settings.

In this example, a user might normally have full assignment permissions for a location. But three days before an event's start date, the window kicks in and demotes the user's permission to request-only. This forces a user to receive approval for a location if attempting to reserve it in the near future, while allowing them to assign without approval if the event is more than three days away.

Assignment windows are applied based on the date of an event's first occurrence. If a user creates or edits an event whose first requested date for a location is within the window, that location's assignment policy will use the exception for all dates, even ones that fall outside the window.

"One day" for an assignment window means 24 hours, not a calendar day. For example, if a location has an assignment window of two days then a user's assignment policy permissions will be affected exactly 48 hours before the start of the event. This means that someone would be able to make a request for Friday evening by submitting it on Wednesday morning and still fall outside a two-day window.

To Set an Assignment Window for One Group

1. In Series25 Group Administration, select a single group
2. Select the Configure... Location Security
3. Choose an existing search to display objects to edit. You can narrow results by typing in the filter search box
4. Select any number of objects
5. Click the Actions menu > Edit Assignment Window OR Clear Assignment Window
6. If editing update...
   a. The number of days before an event's start date when the window applies
   b. The permission (Request, Assign, or Not Requestable) to use during the window

7. Click Save
Animation: Steps to reach the assignment window editing screen.

To Set an Assignment Window for Multiple Groups

1. In Series25 Group Administration, select two or more groups
2. Select the Configure... Location Security
3. From the drop-down menu, select a search or use a keyword to display a list of locations to edit
4. Under Choose Security Type to View, select Assignment Window
5. Click the Edit Selected Locations 
6. If editing update...
   a. The number of days before an event's start date when the window applies
   b. The permission (Request, Assign, or Not Requestable) to use during the window
   c. Alternatively, you can Remove Assignment Windows
7. Click Save

Animation: Editing the assignment windows for multiple security groups and locations.