Setting up Event Quotas

Security:

This functionality requires the following permissions set in Series25 Group Administration:

  • To setup Event Quotas in the Event Form Settings, you will need: Admin: 17.0 Update Event Creation = Yes
  • To set an Event Quota for a security group, use the Select Security Groups button to select which security groups (that have Admin: 30.0 Override Event Quotas = No permission) this quota should be applied. If no security groups are selected, then the quota will apply to all groups that have Admin Override Event Quotas = No.


What Are Event Quotas?

Event quotas are limits on the number of occurrences (or "reservations") a user or organization can request per a given time period. (Note that the number of occurrences may not match the number of events.) For example, if a user has a two-occurrence quota per day, this limit would be met once the user creates...

  • Two events that each have only one occurrence on a single day
    OR
  • One event that has two occurrences on a single day


Event Quotas allow you to limit the number of occurrences that can be created...

Note: Things to keep in mind
  • Quotas do not apply to events that are in Cancelled or Draft event states.
  • Quotas apply "retroactively". So if a user created occurrences before a quota is in place, those occurrences will count towards the quota limit once the quota has been created.
  • When two or more quotas overlap, the more restrictive quota will be applied.
  • A user's timezone might be different than the system timezone. This is mostly relevant for occurrences spanning midnight. An occurrence will be considered in the user's timezone when it comes to system and location quotas, and in the system's timezone when it comes to organization quotas.

Creating a New Event Quota

A new event quota can be created in the 25Live System Settings > Event Form Settings > Event Quotas.

Create a new Event Quota under System Settings > Event Form SettingsImage: Create a new Event Quota under System Settings > Event Form Settings

Create a new event quota by selecting the Create New button and filling out the form.

Create a System, Location, or Organization Event Quota configuration by completing the form.Image: Set up a System, Location, or Organization Event Quota configuration by completing the form.

  • Name: Enter a name for your Event Quota configuration. This field is required.
  • Type: Choose from System, Location, or Organization.
  • State: Use the toggle to set the configuration to Inactive or Active.
  • Occurrence Count: Enter a number or use the arrow buttons to set the limit of occurrences/reservations
  • Duration: Enter a number or use the arrow buttons, and choose from Days, Months, or Years, to set the time constraints of the configuration
  • Application (For Location or Organization type, only):  Select if the quota should be applied Individually or to the entire Group
    • Individual: applies the quota configurations to the individual locations/organizations
      • Example: A user is only able to reserve each of the three ARTS rooms twice per day. They create two ARTS-1 occurrences and two ARTS-2 occurrences, for a total of four occurrences. They have met the quota for both ARTS-1 and ARTS-2, but are free to make two more occurrences in ARTS-3.
    • Group: applies the quota configurations to the entire group of locations/organizations
      • Example: A user is able to reserve any of the three ARTS rooms twice in one day. They reserve ARTS-1 once and ARTS-2 once, meeting their event quota at a total of two occurrences. They are unable to reserve any time in ARTS-1, ARTS-2, or ARTS-3 for the remaining quota duration.
  • Security Groups: Use the Select Security Groups button to select which security groups (that have Groups permission Admin: 30.0 Override Event Quotas = No.) this quota should be applied to. If no security groups are selected, then the quota will apply to all groups that have Admin: 30.0 Override Event Quotas set to No.
  • Warning Message:  Add a custom message that will be added to the end of the default quota warning. This field is optional.

Warning Message example within the form. Image: Warning Message example within the form.

Warning message on the quota alert. You have already scheduled 20 reservations within 1 month(s). Please choose a different date. Please contact claire if you have any questions.Image: The warning message will be added to the end of the Alert popup if a user has reached their quota.

Deleting Event Quotas

The Delete column is out of view by default. To delete an existing quota, you will need to add the Delete column to your quota table by selecting Choose Columns and ticking the Delete checkbox. 

Image: You'll need to tick the Delete checkbox under Choose Columns to see the Delete column.


Then select Done to populate the Delete buttons.

Note: 

There is no warning popup when deleting event quotas, so be sure that you are ready to delete the quota before clicking the Delete button.

To remove an event quota, simply select the Delete button.Image: To remove an event quota, simply select the associated Delete button.

Types of Quotas

System

Determines how many occurrences a user can create during a given time period.

 System type Event Quotas form.Image: System type Event Quotas form.

For the example above, a user could only create 300 occurrences within a given calendar year. If they meet the 300 mark for this year, they will have to schedule any additional occurrences for next year.

Location

Determines how many occurrences within a given location, or group of locations, a user can create during a given time period.

Location type Event Quotas form. Image: Location type Event Quotas form.

For the example above, a user can create two occurrences within a five-day period in each of the three select locations. The maximum number of occurrences they could create within that time is six.

If Group was selected for Application instead of Individually, a user could create two occurrences within a five-day period for all of the locations combined. The maximum number of occurrences they could create within that time is two.

Organization

Determines how many occurrences can be created under a given organization and within a given time period. This quota can be applied to individual organizations or a group of organizations.

Organization type Event Quotas form.Image: Organization type Event Quotas form.

For the example above, each individual organization selected can have 20 occurrences created for it within the month.  

If Group was selected for Application instead of Individually, the group of selected organizations could only create 20 occurrences between them within the month.

Note: Additional Organizations

Only organizations marked as the Primary Organization on an event will count against the limit for an Organization Type quota. Organizations that are set as an Additional Organization on an event will not. 

What Happens When a User Meets a Quota?

Warning:

Because Quotas are applied retroactively, users may receive quota warnings when editing events that were created before that quota was in place.

Express Scheduling

If a user selects a location in Express Scheduling when they've already met their quota, they will receive a warning:

Express scheduling warning Image: Express Scheduling will display a warning if a user has met their event quota.

If the user tries to save anyway, they receive an alert with the same message:

Event Form

If a user adds an organization and hits that organization's quota, they'll receive the warning, "Reservation Quota Exceeded: This organization has exceeded its maximum number of occurrences by making X occurrences within Y Months. Please choose a different date for <DATE/TIME>"

This organization has exceeded its maximum number of reservations by making 25 reservations within 1 month. Please choose a different dat.Image: Event Form warning for an Organization Type event quota.


If the user tries to save with this organization anyway, without changing the date:

This organization has exceeded its maximum number of reservations by making 25 reservations within 1 month. Please choose a different dat.Image: Event Form popup Alert for an Organization Type event quota.