Working With Availability Views

The Availability view shows your starred locations by default, but you can also use the top drop-down list to view saved search lists. The view consists of three main parts:

  • Availability toolbar at the top
  • List of locations along the left with the option to star or unstar each
  • The availability grid with the display of hours along the top of the grid
    • This view allows you to not only view availability for specified hours on a single date but also see utilization and create events for the displayed locations or resources during the hours in the grid by using the create event Create event icon icon in the grid squares.

To Change the Date Displayed in Availability View 

Calendar dare choice in availability view

Image: Clicking on the date will reveal the date picker.

Use the arrows on either side of the date to go to the previous or next date. To view a new date (other than the previous or next), click on the date text to reveal a date picker.

To Change the Hours Shown in the Grid

Demonstration of hours slider in availability viewImage: Use the slider controls to change the hours displayed in the availability grid.

At the top-left corner of the availability grid are controls for changing which hours are shown. Click on the control icon  to open the Hours display. Move the sliders along the line to adjust the hours displayed in the grid for this list of locations.

To Change the Availability View Utilization and Display Style

The Availability view features different view modes to switch between.

  • Standard (default):  Displays simple availability with color codes indicating the status of events
  • Utilization Views:  Shows utilization statistics for locations/times in the availability grid based on various comparison choices

Standard (default) View

In the Standard view mode, the squares representing blocks of time in the availability grid are color-coded to signal different statuses of events.

  • Blank/White:  Available
  • Gray:  Closed hours, based on the location's open/closed hours
  • Black:  A blackout hour
  • Green:  A normal event with occurrence start and end times
  • Light green:  Setup/pre-event or post-event/takedown time around an event time
  • Orange/Beige:  Location unavailable due to a relationship with another location
  • Purple/Gray Slashes:  Pending location reservation

Color coded events in availability viewImage: Colors indicate the status of locations or resources during displayed hours in the availability grid Standard view.

In the above example, the “Northwest Art Awards” event is scheduled from 3:00pm-5:00pm, shown in green, but the event also has setup/pre-event time and post-event/takedown time, shown in light green. Another event that day is shown in Orange, indicating the event’s location is unavailable.

Utilization Views

In the three utilization views (Utilization (RHC/CAP), Utilization (EHC/CAP), Utilization (RHC/EHC)) the squares representing blocks of time in the availability grid are color-coded to represent the percentage of the location’s utilization for that block of time.

Color coding shows availability Image: When viewing availability in one of the three utilization views, events are color-coded to show the percentage of utilization.

  • Gradient Spectrum (white to blue):  White indicates the location is 0% utilized for that hour, with colors darkening along a spectrum to blue indicating 100% utilization
  • Grey:  Location utilization is complicated by one of the following:
    • The location max capacity is equal to zero
    • The location is a subdivision of, divides into, or blocked by a relationship with another location
    • The location assignment is shared for that hour
  • Red:  Location utilization is greater than 100% for that hour

You may choose between three different utilization view modes:

  • Utilization (RHC/EHC): Registered Head Count/Expected Head Count:  Shows enrollment utilization. 
    • For example, this view shows which sections can still register more students or are potentially over the enrolled (e.g. 38 students registered, with a max enrollment of 40) 
  • Utilization (EHC/CAP): Expected Head Count/Maximum Capacity:  Shows sections that might have room to grow in their current location.
    • For example, a section in which 40 students could register but the room holds 45. Or, conversely, a section that potentially could reach full enrollment but does not have enough seats in the current location. 
  • Utilization (RHC/CAP): Registered Head Count/Maximum Capacity:  Shows true seat utilization. 
  • For example, this view shows the number of registered students vs. the number of available seats in the location.
Note: Expected Head Count in Campus Solutions

Expected headcount is typically defined as the maximum number of students that can enroll in a section. However, if your institution uses the Campus Solutions SIS, your installation may be configured via your interface to import the section's “Requested Room Capacity” rather than maximum enrollment.

These utilization view modes are most useful when viewed in conjunction with the use of the Series25 LYNX Interface because LYNX exchanges up-to-the-minute registered headcount information between the Series25 database and your SIS (Student Information System). In addition, registered headcount and expected headcount values for combined/cross-listed sections are standardized in LYNX. If you are not already using LYNX, please contact your Series25 Account Manager to learn more.

Additional View Options

Three view modes in the availability grid: Separated, Overlapping, and Edit ModeImage: Three view modes in the availability grid.

You can also change the view mode of the availability grid, choosing between:

  • Separated
  • Overlapping
  • Edit Mode

You can drag the event block to a new date and time in the availability grid.Animation: You can drag the event block to a new date and time in the availability grid.

In Edit mode, the availability grid allows you to change the event date and time by dragging the event's colored block within any available grid squares. Check the "Snap To Grid" checkbox above the grid to restrict times to half-hour blocks, or uncheck the checkbox to freely move the event to any time.