Working With Availability Views

The Availability view shows your starred locations by default, but you can also use the top dropdown 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.

Adjust the Date/Time Displayed on the Grid

Changing the Start Date of the Availability View 

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.

Image: Clicking on the date between the arrow will reveal the calendar picker.

Change the Hours Shown in the Grid

At the top-left corner of the availability grid are controls for changing which hours are shown. Click and drag a point on the hours bar to adjust the hours shown in the grid.

Demonstration of hours slider in availability viewAnimation: Use the slider controls to change the hours displayed on the Availability grid.

At the top-left corner of the availability grid are controls for changing which hours are shown. Click and drag a point on the hours bar to adjust the hours shown in the grid.

Event Block Colors

The rectangular event blocks in the availability grid are color-coded to signal different statuses of events.

Image: In this example, the colors on event "Hold 423" indicate that it is a related event and has pre-event and post-event times.

Color Legend

Click or tap the Legend button to reveal the Availability Color Legend and see which colors/patterns are associated with your grid's event blocks.

Legend button above the availability gridImage: Tap or click the Legend button to see what colors/patterns mean.


The first seven colors/patterns in the legend are standard. To add additional colors/patterns, please see Adding Grid Coloring to Availability Views.

Availability color legend view: Default event green, related event orange, pending event purple, requested event (color may vary), draft event (color may vary), blackout grey, closed hours greyImage: Default Availability Color Legend colors/patterns.

  • Blank/White:  Available
  • Default Event Green (light green):  A normal event with occurrence start and end times 
    • Setup/pre-event and post-event/takedown time will display as a lighter
  • Related Event Orange: Location unavailable due to a relationship with another location
  • Pending Event Purple (purple with grey slashes):  Pending location reservation
  • Blackout Grey (dark grey): A blackout hour
  • Closed Hours Grey (light grey): Closed hours, based on the location's open/closed hours

Change the Utilization View

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 (as shown above in the color legend).

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.

Take Actions From an Event Block

Right-click on an event block to reveal the event options where you can...

  • Open the event in a new tab
  • View the Event Details
  • View the event's Calendar
  • Open the event in the Event Form
  • Copy the event
  • Email the Event Details

Right-click menu options in edit mode: Open in new tab, details, calendar, edit event, copy event, email event details.Image: Right-click on an event block to open the Choose a View menu.

Change the Viewing Options

Grids have three available viewing modes: Separated, Overlapping, & Edit Mode.

Viewing mode dropdown options: separated, overlapping, & edit modeImage: Edit mode dropdown options.

Separated

All events with overlapping times will be displayed above one another for easier viewing.

Separated view mode exampleImage: Events that occur at overlapping times will display above one another in when using the Separated view mode.

Overlapping

All events with overlapping times will be displayed in overlapping time-blocks to show highlight the overlap.

Overlapping view mode exampleImage: Events that occur at overlapping times will display on top of one another when using the Overlapping view mode.

Edit Mode

Allows you to change the event date and time by dragging the event's colored block within any available grid squares.

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/time using Edit Mode.

Select 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.

Including Requested Events

Select the Include Requested checkbox to display requested events on the grid.

Include requested checkbox above the gridImage: Include Requested Checkbox.