Working with Search Results

After Advanced Searching for Events, Locations, Organizations, Resources, and Tasks or Searching for Tasks, you are presented with a view of search results.

There are three view choices for search results.Image: There are multiple view choices when running a search.

You can view search results in three types of views:

  • List view
  • Calendar view
  • Availability view (for Locations and Resources)
  • Availability Weekly view (for Locations and Resources)
Tip: Exporting Location Search Results

25Live allows users to export location search results to a "Location Listing - Excel" report directly from the search view.

List View

List view search results are presented in a list within a table. There are several controls and options available to change the results, order, and view of search results.

To View Additional Pages of Search Results in List View

Pagination controls in list viewImage: Use controls at the bottom of the list to navigate and change how many results are displayed per page.

There are navigation controls at the bottom of the search results list where you can go to the next page, the last page, or jump to other pages of results. You can also choose how many results display on each page.

Tip: Favoriting Items

Starred item
You can star items from the search results list.

To Sort Search Results in List View

Many columns in the search results table can be used to sort results. Click on a column title to see if the column is sortable. If so, the data will sort in ascending order. Click again to sort in descending order.

Columns in list viewImage: The column that the results are sorted by will display in bold.

To Choose Which Columns Display in List View

Column controls in list viewImage: Choose Columns button.

Use the Choose Columns button to reveal a list of all available search result columns. Check the boxes next to any you wish to display. Some standard columns are checked by default and not able to be sorted.

To View Additional Details of Search Results in List View

Link examplesImage: Any search result information that is underlined will link to more details.

Click on the names of events, locations, resources, and more to go to each item's details view. Any piece of information in the search results table that is a link to more details is underlined.

To Adjust the Date Range of Event Results

By default, the list view displays results from all dates. To narrow the display to only events that occur within a custom date range, tap the Recent & Future, Future Only, or All Dates button toggles.

  • Recent & Future will display all events with at least one occurrence that occurred in the last 18 months, as well as all future events.

Image: Use the Recent & Future, Future, and All Dates buttons to narrow the results.

To narrow the selection to specific dates, click on the selected date span between the arrows.

Image: Date range selection.

This will open the date picker. Select a start date from the calendar, then use the Days dropdown to choose the range between the start and end date.

Image: Use the date picker to make specific date range selections.

Calendar View

Mobile calendar search results viewImage: Search results adjust to the width of the device you're viewing them on.

The Calendar view shows you an easy-to-read grid of days on which events take place, locations or resources are booked, or events associated with organizations.

This view also allows you to create events in the displayed locations by using the create event create event icon in the calendar grid. If your institution instance has Express Scheduling set up, using the create event Create event icon icon for any configured location will bring up the Express Scheduling form for quick event creation. Use the Open in Form button to use the Event Form to create your event instead.

For Location search results, the Calendar view also offers you a checkbox option to Show Blackouts.

To Change the Time Span Displayed in the Calendar View

Calendar display choicesImage: Use the Weeks dropdown to choose how many weeks display in the Calendar view.

You can choose the number of weeks displayed on the calendar using the Weeks dropdown field.

To Change the Start Date of the Calendar View of Search Results

You can also use the arrow buttons at the bottom of the calendar grid to shift the dated display backward or forward in time.

Date choices in calendar viewImage: Use the date picker to choose which dates to display in the Calendar view.

Click on the date to reveal a date picker and choose the start date. Then, use the Weeks dropdown to show up to 16 weeks at once.

Availability View (Single Day)

The Availability view of search results is only available when searching for Locations and Resources. The view consists of three main parts:

  • Availability toolbar at the top
  • List of locations or resources 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.
    • If your institution instance has Express Scheduling set up, using the create event Create event icon icon for any configured location will bring up the Express Scheduling form for quick event creation. Use the Open in Form button to use the Event Form to create your event instead.

Use the checkbox to Include Requested (or Draft or Preference) reservations in the grid.Image: Use the checkbox to Include Requested (or Draft or Preference) reservations in the grid.

Availability grids have the ability to display Drafts/Requested Reservations/Preferences on the grid. To view, use the Include Requested checkbox in the toolbar at the top of the grid.

Tip: Favoriting Items

Starred item
You can star items from the list of locations or resources along the left column.

To Change the Date Displayed in Availability View Search Results

Image: Clicking on the date will reveal the date picker.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 GridUse the slider controls to change the hours displayed in the availability grid.Animation: 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.

Tip: If Your Institution Uses Custom Grid Coloring

Your institution may be taking advantage of the custom grid coloring feature in 25Live Pro. If so, use the Legend button to see the meaning assigned to the colors of events on the availability grid.

Availability grid color legendImage: Tap the Legend button to view the Availability Color Legend.

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/resources during displayed hours.

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 availability grid.Image: Three view modes in 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 Schedule availability grid.Animation: Use Edit Mode to click and drag event blocks to new times.

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.

Availability Weekly View

Image: Use the Select Days button to edit which days display in the Availability Weekly view.

The Availability Weekly views consist of three main parts:

  • Availability toolbar  at the top
  • Left sidebar:
    • Hours are displayed for each day of the week of the selected date
  • The availability grid with top column headers:
    • Each column shows a day of the week containing the selected date, beginning with the preceding Sunday
      • Example: If you choose Tuesday, the 3rd, the week displays beginning with Sunday, the 1st

Availability grids have the ability to display Drafts/Requested Reservations/Preferences on the grid. To view, use the Include Requested checkbox in the toolbar at the top of the grid.

Tip: If Your Institution Uses Custom Grid Coloring

Your institution may be taking advantage of the custom grid coloring feature in 25Live Pro. If so, use the Legend button to see the meaning assigned to the colors of events on the availability grid.

Image: Tap the Legend button to open the Availability Color Legend.

The grid uses color codes to indicate the availability and the status 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 before and/or after an event time
  • Orange/Beige:  Location unavailable due to a relationship with another location
  • Purple/Gray Slashes:  Pending location reservation

The availability weekly grid also allows you to create events in the displayed location for specific hours/days by using the create event Create event icon icon in available grid squares.

To Change the Date Displayed in Availability Weekly View Search Results
Calendar date choice in availability viewImage: Clicking on the date opens the date picker.

To choose a new date (other than the previous or next), click on the date text to open the date picker. Use the arrows on either side of the date to go to the previous or next date. You can also use the Current Week link to quickly return the week of today's date.

In the Availability Weekly view you can also use the controls in the top availability toolbar to choose how many Weeks are displays and which Days of the week are shown.

Date controls for availability gridImage: Use the Weeks and Days controls to adjust what is displayed in the grid.


To Change the Hours Shown in the Grid

Animation: Use the slider controls to change the hours displayed in the availability grid.Image: Use the hours slider to adjust the hour range shown on the grid.

In the top toolbar 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.