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5. Bookings, Lending System & Calendars

Edumaps Tutorials Edumaps

Alle bookings (3)calendar (6)lending (1)rooms (1)tutorials (8)

5.1 Booking System
edumaps
bookings tutorials
Activate Bookings | You can easily convert a box into a course. - The box title becomes the course title. - The box content becomes the course content. To do this, click “Bookings and Calendar” in the box settings. There, activate the “Booking system” option: https://www.edumaps.de/file/985720107449274647.png/d7b9ib4# Option: “Booking system” Then set the course start time in the input field. - Optionally, you can enter the maximum number of participants. - Optionally, you can set a price. Click “Save Box” – Congratulations, your course is now activated. Note: This option cannot be activated by students or anonymous users. Who can book? | Booking is possible for users registered on Edumaps, but also for anonymous visitors. If a user is logged in, they can click directly on the book button and will be enrolled in the course. If an anonymous visitor clicks on the book button, two options will appear: - log in with an account - book directly with email If the user then clicks on “Book directly with email”, they can enroll in the course by providing their name, institution, and email. In this process, a basic account is created for the user. This is necessary for the following functions to work: 1. Canceling the booking 2. Automated participation certificate 3. Reminder email 24 hours before the course starts !#whocanbook Export Participant List of all courses on a map | You can export the participants of all courses in a map as a single CSV file. -- Enter edit mode. -- Click on the three dots in the map menu and select "Export map". -- In the dialog that opens, choose "Participants of all bookings (csv)". https://www.edumaps.de/file/13256388117114253572.png/toet7mr# Export all Participants of all Bookings (csv) You can now save and reuse the generated CSV file on your computer. The export includes the course name, email, full name, and username of each participant. !#exportall Introduction | ✔️ With the booking system, you can assign a bookable time slot to each box. This lets you quickly and easily create and organize courses. You can also collect payments via PayPal. The booking system can be used for: - Courses and workshops - Parent-teacher conferences - Participation in sports events - Meeting rooms - Attendance at concerts - Meal orders ✔️ The booking system is powerful and can save you a great deal of time. Booking Process | Once you have finished setting up your map and have enabled bookings for one or more boxes, you can distribute your map via a link. The users visiting your map will now see a booking button directly on the box: https://www.edumaps.de/file/8330500408534074949.png/4hp1j9v# Booking button on the box If the user clicks on the blue booking button, they will receive the following message: https://www.edumaps.de/file/7184249093639700942.png/4g9xtca# Notification during booking If the user confirms by clicking "Book", they will be successfully enrolled in the course. https://www.edumaps.de/file/11377951158537511020.png/gl5a5m0# Confirmation of participation after booking The appointment can now be found in the {user calendar}{https://www.edumaps.de/user/calendar}. A "Booked" label appears on the box. !#process View Participant List | As a course instructor (map owner), you can view all participants for a course by switching to **Edit Mode** and then clicking on the button with the counter: https://www.edumaps.de/file/10384704129855600778.png/s80yi15# Number of Participants All other editors (as long as they are not anonymous) can also access the participant list in edit mode. The list of participants then looks like this, for example: https://www.edumaps.de/file/1080275727131295601.png/g2ds7et# Example: Participant List !#viewparticipants Remove Participants from Course | You can remove participants from the course at any time by opening the list of all participants and then clicking on the remove icon for the respective user: https://www.edumaps.de/file/1080275727131295601.png/g2ds7et# Remove participants !#remove Participant cancels Course | Each participant can deregister from the course by simply clicking on the “Booked” button: https://www.edumaps.de/file/16837316051014883348.png/l438d52# Option to cancel the booking !#cancel Automatic Emails | A participant automatically receives the following emails: -- Reminder email 24 hours before the appointment -- Course-finished email at the end of the course by the course instructor The final email contains a link with which the participant can print out a certificate of participation. This includes his name and all the descriptions from the box. !#emails Overview: “My Bookings” | On the {“My Bookings”}{https://www.edumaps.de/user/bookings} page, every user can see which courses he has already booked. There you can also open the booked courses again. Export Participant List | You can export the entire participant list by clicking on the “CSV Export” button. https://www.edumaps.de/file/1080275727131295601.png/g2ds7et# CSV export of the participant list You can open the downloaded file in your spreadsheet program. !#export Finish Course | If the time of your course is in the past (at least 1 hour old), in edit mode a “Finish” button will appear instead of a “Book” button. This is only displayed to the course instructor (map owner). https://www.edumaps.de/file/3506362396535308584.png/0om29jt# Finish course If you click on the “Finish” button, the following dialog appears: https://www.edumaps.de/file/7717056585908654020.png/b5e7gwa# Dialog for finishing the course There you can also view a preview of the certificate of participation. If you confirm by clicking on “Finish Course”, the following appears: https://www.edumaps.de/file/5699448508676636274.png/fripazh# Confirmation of course completion An email with a link to the certificate of participation will be automatically sent to all participants. !#finishcourse Certificate of Participation | When a course is finished, each participant automatically receives an email with the certificate of participation. Each participant can also find the certificate of participation under {"My Bookings"}{https://www.edumaps.de/user/bookings}. https://www.edumaps.de/file/11534977938866394905.png/97g7t3l# Page “My Bookings” In the last column, the user can view and print the certificate of participation. https://www.edumaps.de/file/11844494653254328851.png/fmigha8# Certificate of participation for the course !#certificate Pay via Paypal | > ⚠️ The Paypal integration is not available on all servers. You have the option to set a price for your course and receive payment directly from your participants via Paypal. To do this, go to the box settings and enter the “Payment amount via Paypal” in euros in the booking system. https://www.edumaps.de/file/18426610950127038786.png/wru8p4e# Price for Course After that, you will see a price label on the box. https://www.edumaps.de/file/8385427286534285563.png/wzajabn# Price label on box Participants can now first book the course and then make the payment in a second step. The dialog during booking appears as follows: https://www.edumaps.de/file/17331907636372612028.png/hknnfu9# Booking confirmation with redirect to payment https://www.edumaps.de/file/16194213445576277048.png/3y3c3as# Payment page - Redirect to Paypal The user is then redirected to Paypal. After successful payment, the payment entry with all details appears for you as the course instructor on the page {“Received Payments”}{https://www.edumaps.de/user/payments}. https://www.edumaps.de/file/9431859852688102012.png/29omcu6# Page “Received Payments” > You can set your PayPal address on the {My Account}{https://www.edumaps.de/user/account} page. If no email is set, the email of your user account will be used. !#payments Pay via PayPal to other users | If there are different course providers and the PayPal payments should go to different users, proceed as follows: -- The other users create maps with boxes, activate the booking module, and set a price for the respective box. -- The other users send you the link to the box or to the map. -- You embed the corresponding boxes of the other users on your own map. -- Now the different boxes from the different users can be **booked and paid** directly on your map. -- The respective payment goes to the corresponding course provider. !#thirdpayments Custom Letterhead with Logo for Certificate of Participation | Each certificate of participation can be customized by you. You can insert a logo as on a letterhead, enter your address and contact details, and add further data in the footer. To do this, simply open the page for {editing the letterhead}{https://www.edumaps.de/docs?template}. https://www.edumaps.de/file/5059260128631188184.png/sob59j0# Edit your own letterhead Make sure that the image for the logo is in JPG or PNG format. !#letterhead Cancel course (by provider) | You can cancel the course as an owner by simply deactivating the “Booking system” option and saving the box. Alternatively, you can simply delete the box. **Question: Are all participants of a course automatically informed by email if I cancel the course?** An automatic email is not sent by Edumaps, as this would lead to mass emails and our mail server would be blacklisted. The function could also be misused to generate mass emails. Instead, proceed as follows: Open the list of all participants. To do this, click on the participant counter on the box. This list will show you all email addresses. You can now copy the emails and send a message to all participants using your email program. Tip: If all courses in your map are canceled, you can export a CSV list of participants from all courses. You can find this CSV export under "Export map". You can then open the CSV file and copy the column with the emails. !#cancel-provider FAQ | In our FAQ, you will find answers to various questions: - {Can we setup the booking module so that only users who are already registered can book the course?}{https://www.edumaps.de/faq#a135000} - {Will people who have not registered an account also receive a certificate of participation by email?}{https://www.edumaps.de/faq#a172000} - {When a user books a course via email, he is automatically logged in, other times he is not. What is the reason?}{https://www.edumaps.de/faq#a173500} - {As a course instructor, how can I add multiple students to a course later?}{https://www.edumaps.de/faq#a210000} - {Why is the “Book” button still visible when the course time is in the past?}{https://www.edumaps.de/faq#a306000} - {Can I set up recurring bookings?}{https://www.edumaps.de/faq#a106000} - {Can you hide the date and time in the booking module?}{https://www.edumaps.de/faq#a154000} - {Can all participants in all boxes of a map be reset at once?}{https://www.edumaps.de/faq#a155000} - {How can a completed course be activated again (box is marked with “Finished”)?}{https://www.edumaps.de/faq#a173000} - {Why is the booking option not displayed?}{https://www.edumaps.de/faq#a174000} - {How can I see an example or preview of a certificate of participation?}{https://www.edumaps.de/faq#a205000} - {We have activated bookings for a box. Who can view the participant list of the course?}{https://www.edumaps.de/faq#a333000} - {Is it possible to set limitations for rental systems and calendar bookings (booking only during specific periods or with 2-hour slots)?}{https://www.edumaps.de/faq#a360000} - {Why do I not see the finish button for the bookings of the box?}{https://www.edumaps.de/faq#a306100} !#faq Until when can you book? | An enrollment is possible until the course begins. The “book” button will be displayed up to 1 hour after the set course start. After that, it will be hidden. This 1-hour grace period has been set in case someone decides to participate at short notice. To enforce a registration deadline yourself, you can activate the “Full Protection” under “Protect Box” in the box settings, then no further registrations will be possible. For the map owner, a Finish button will appear instead of an enrollment button after the course time ends, allowing them to {end the course}{!#finishcourse}. !#deadline 📑 Table of Contents | ~contents~ Short Description for Certificate of Participation | If you want to insert only a brief description instead of the full description into the certificate of participation, you can do it as follows: -- Edit your box content (course content). -- Go to the end, insert a blank line and then three hyphens `---` on another line. -- This creates a horizontal line. It serves as a separator from the detailed description above to your new short description. -- Save the box. -- Now, only the text below the horizontal line will appear on the certificate of participation. ``` Description for box on map --- Brief description for certificate ``` !#description
5.2 Lending System
edumaps
calendar lending tutorials
Settings for Calendar View | For the calendar you have the following settings. https://www.edumaps.de/file/8032960142200506331.png/agki8vz# Mode: Time slots The “Display when first opening the calendar” determines the calendar view for the visitor. The following modes are available: - Month (for booking by day) - Week (for booking by hour) - Day (for booking by hour) ## Letterhead At the very bottom you will also find the settings for your {own letterhead}{https://www.edumaps.de/docs?template}, which will appear on the lending slip. !#settingsGroup Booking | You can make multiple devices bookable at once. To do this, create a Map and enable the "Group Booking" option under "Extras". > Tip: You can create a central map with all devices (boxes) and create separate maps where you embed selected boxes. These boxes are also active in other maps and can be reserved. When the user now opens a reservation calendar and clicks on the red button "Show all lending items," a note appears indicating that the user can book all lending items cumulatively. https://www.edumaps.de/file/1322800073245754089.png/7hbbf7g# Cumulative Booking Now a separate line appears in the timeline, showing all the available days that can be cumulatively booked. https://www.edumaps.de/file/16225284855587277528.png/02u7zci# Timeline with Cumulative Display !#cumulative Calendar View with Time slots | By default, the “Time slots” mode is active, which matches a familiar calendar with times: https://www.edumaps.de/file/8032960142200506331.png/agki8vz# Mode: Time slots Here you will find the following settings: - “Length of bookable timeslots”: Specified in minutes – for example, `60` means that you cannot book less than 1 hour. - “Time period of a day”: Set start time and end time – for example, `8` to `16` means the days are shown only from 8:00 to 16:00. !#timeslots Calendar View with School lessons | Choose the “School lessons” mode instead of "Time slots" so that each day is divided into a number of numbered school periods instead of times. https://www.edumaps.de/file/15094197429299473829.png/wqpt15u# Mode: School lessons Enter the “Number of school lessons in a day” to specify how many lessons the day should have. !#schoollessons Delete Reservations | On the “All Lending” page, you can click on an appointment within the timeline. In the dialog, alongside the data, you will find a delete icon. https://www.edumaps.de/file/747009872501219846.png/11eofpe# Deleting a Reservation Alternatively, below the reservation calendar of the respective box, you will find a tabular listing of the reservations. You can also perform the deletion there. https://www.edumaps.de/file/11160828780990319305.png/cwrdzis# Delete Option below Box Calendar !#delete Notification about Reservation | The lender always receives a notification for reservations. This appears at the top right of the website. https://www.edumaps.de/file/2895767424147755929.png/kczracc# Notification for Lender Clicking on the notification icon opens the page of all {Notifications}{https://www.edumaps.de/notifications}. The new reservations are listed there. https://www.edumaps.de/file/15784385345354863082.png/hch7sp0# !#notification Display and Print Borrow Slip | Click on a reservation in the calendar or in the timeline (“All Lending Items”), and the following dialog will open with the reservation details: https://www.edumaps.de/file/5522054418139200676.png/rnj3337# Details of the Reservation with Button for borrow slip Click the "Show borrow slip" button, and the borrow slip for this reservation will open. https://www.edumaps.de/file/1903523817094642706.png/ytha9fj# Borrow slip for Printing You can print this borrow slip directly. It can be signed by the borrower when picking up the device. Incidentally, all devices booked by the borrower are listed here. Click on one of the devices in the borrow slip, and it will be removed from the list (visually only). !#borrowslip All Borrowings of a User | As a lender, you will find the option "User's Borrowings" in the reservation details: https://www.edumaps.de/file/5522054418139200676.png/rnj3337# Reservation details with loan slip button Click the button “User's Borrowings” to open a page with all borrowings that the borrower has made with you: https://www.edumaps.de/file/16288864290547899959.png/rxz14hf# Borrowings per user !#borrowings 📑 Table of Contents | ~contents~ Blocked Days | You can also define additional blocked days. This means: After each booking, the days are blocked. Useful if devices need to be checked. https://www.edumaps.de/file/1438468068670425693.png/vsuocp5# Blocked days after Lending The blocked days appear in the lending calendar as blocked days and cannot be booked. !#blocked-days Introduction | ✔️ With the lending system you can assign a calendar to each box, allowing your visitors to make reservations. This is useful for: - Lending of items and equipment - Lending of rooms and spaces - Booking of persons ✔️ The lending system is powerful and can save you a lot of time. Activate Lending | To activate the lending system for a box, open the box settings, click on “Bookings and Calendar”, and then select “Lending system”. https://www.edumaps.de/file/6330607627873884816.png/jx84m4e# Option in Box Settings Afterwards, a “Reserve” button will appear on the box. https://www.edumaps.de/file/3831476643648673087.png/hzq9f6y# Reservation Button at the box !#activate Visibility of the names of the borrowers | By clicking on the reserve button, the calendar for the loan item is displayed. Only the map owner (lender) can see the names of the borrowers in the calendar. https://www.edumaps.de/file/6571153043903973123.png/7gnx4wi# View for map owner with names The person making the reservation sees other reservations as `- booked -` and their own reservations are highlighted in green. https://www.edumaps.de/file/14347500934797815033.png/kra6p8v# View for the person making the reservation !#names Overview of all Reservations for the borrower | The borrowers can view their reservations on the {“My Bookings”}{https://www.edumaps.de/user/bookings} page. Alternatively, each user can open their {user calendar}{https://www.edumaps.de/user/calendar} and find all bookings and reservations accumulated there. https://www.edumaps.de/file/6379130546224472074.png/ghh32of# Overview of all reservations (Borrower) !#reservations-borrower Overview of all Reservations for the Lender | The lender finds an overview of all their devices on the page {“All Lending Items”}{https://www.edumaps.de/user/rentals}. In the user menu, this page can be accessed via the entry “Lending System”. https://www.edumaps.de/file/17619212653521915601.png/y4xqa1h# User menu with link to the lending system https://www.edumaps.de/file/13157497888789634342.png/kry0yqq# Page “All Lending Items” There, the lending items can be sorted alphabetically or organized by maps. All maps that contain reservations are considered. !#reservations-lender Create Reservations yourself | As a lender, you can view "All lending items" and click on the timeline to enter any reservation you wish. https://www.edumaps.de/file/11803471227132134158.png/icxg47g# Enter dates as a lender Here, you can use the “Notes” field to add your own remarks. If you see the “Book for” option, you can create a booking for another user. !#createDelete Reservations by Borrower | The borrower can delete his reservations on the page {“My Bookings”}{https://www.edumaps.de/user/bookings?rent} if they have not yet started. https://www.edumaps.de/file/6379130546224472074.png/ghh32of# Delete option for borrower !#delete-borrower Contact the Borrower | Open the "Timeline" of the reservations, then you can simply click on an appointment and you will see all the essential contact details of the borrower. https://www.edumaps.de/file/747009872501219846.png/11eofpe# Contact details of the borrower Alternatively, you can also find contact details below the calendar box, in the list of all reservations. !#contact Hint: Reservations through non-registered users | We recommend creating a separate admin account for lending purposes. For example, if a kindergarten wants to borrow a device from you and does not have an account with Edumaps, create a "student account" within this admin account. Enter the name and optionally the email address. Now you can borrow a device in the calendar using this account. You can also pass the login details to the kindergarten. This way, you can keep track of who borrowed what and when. This also allows you to correctly print loan slips based on the user. !#nonregistered FAQ | FAQ: - How can a user reserve multiple devices at once? – The user who wants multiple devices must book them individually. Alternatively, the device lender can create a group of devices and lend them using a box. - How can the device number be noted? – Simply enter the device number in the box title. - How to completely deactivate lending (e.g., during downtimes) without losing reservations? – Simply hide the box from the map. - How to delete all reservations at once? – Disable the reservations option for the box and save the box. - How to enter lending fees? – Enter fees directly into the box content as text. - Can the borrower send reservation requests? – Reservations are made on a “User First” basis, meaning the user can directly reserve. Afterwards, the borrower can contact the user and make changes as needed. !#faq Overview of all lending items of the current map | By clicking on the reserve button, a calendar opens. There you will find a red button at the top right "Show all lending items". https://www.edumaps.de/file/5709099042701929384.png/t3cc8jh# Button for the list of all borrowed items When you click on it, an overview of all lending items on the map opens. https://www.edumaps.de/file/13157497888789634342.png/kry0yqq# List of all lending items of a map This way, every user can see at a glance which devices are available on which days. !#lending-items
5.3 Sales Module
edumaps
bookings tutorials
Introduction | ✔️ With the sales module, you can turn any box into a product and offer it for purchase. ✔️ You can also receive payments via PayPal. ✔️ The sales module can be used for: - physical products - digital products - learning materials - templates and downloads - tickets - offers 📑 Table of Contents | ~contents~ Activate Sales Module | In the box settings, click on “Bookings and Calendar”. There you can activate the “Sales” option: https://www.edumaps.de/file/561760521880391736.png/2xpjbgb# Option "Sales" You can then **optionally** set the available quantity and a price. However, purchasing is also possible without this information. Click on “Save Box”. – Congratulations, your product is now available for purchase. Notes: - This option cannot be activated by students or anonymous users. !#activate Booking Process | Once you have finished your map and activated the sales module for one or more boxes, you can share your map via link with potential buyers. Users who visit your map will now see a purchase button directly in the box: https://www.edumaps.de/file/11952437509906199363.png/g4l7io0# Purchase button in the box If the user clicks the blue booking button, they will see the following message: https://www.edumaps.de/file/3589860188004173403.png/s1ltq96# Notice when ordering The user can request a confirmation by email. If the user confirms by clicking “Buy”, they are successfully registered as a buyer. https://www.edumaps.de/file/17294004069051958977.png/0x3mgnz# Purchase confirmation If a price has been set, the user can now click "Proceed to payment" and pay via PayPal. A “Purchased” label appears on the box. https://www.edumaps.de/file/8527852026601860998.png/o3xs9au# !#process Who can purchase? | Both registered Edumaps users and anonymous visitors can make purchases. If a user is logged in, they can directly click the purchase button. If an anonymous visitor clicks the purchase button, two options appear: - log in with an account - book directly with email If the user selects "book directly with email", they can complete the purchase by providing their name and email address. A basic account will be created for the user. This is necessary so that functions such as canceling the order can work. !#whocanbuy View Buyer List | As a seller (map owner), you can view all buyers of a box by switching to **edit mode** and clicking the counter button: https://www.edumaps.de/file/8991355312500606516.png/h6x66pc# Quantity sold resp. number of buyers All other editors (as long as they are not anonymous) can also access this list in edit mode. !#buyerlist Remove Buyer | You can remove buyers at any time by first opening the list of all buyers and then clicking the remove icon next to the respective user: https://www.edumaps.de/file/16094355261921826120.png/uc7n32x# Remove buyer !#remove Buyer Cancels Purchase | Any buyer can cancel their order by clicking the "Purchased" button: https://www.edumaps.de/file/12382015673957802108.png/xjrljp1# Cancel your own order !#cancel Export Buyer List | You can export the entire buyers list by clicking the "CSV Export" button. https://www.edumaps.de/file/16094355261921826120.png/uc7n32x# CSV export of the buyers list You can then open the downloaded file in your spreadsheet program. !#export Buyer List – Export All Buyers of a Map | You can export the buyers of all products on a map as a single CSV file. -- Switch to edit mode. -- Click on the three dots in the map menu and select "Export map". -- In the dialog that opens, choose "Participants of all bookings (csv)". https://www.edumaps.de/file/13256388117114253572.png/toet7mr# Export all bookings / buyers (csv) You can now save the generated CSV file on your computer and continue working with it. The export includes the product name, email address, full name, and username of each buyer. !#exportall Overview "My Purchases" | On the page {“My Purchases”}{https://www.edumaps.de/user/bookings?purchase}, each user can see which purchases they have already made. https://www.edumaps.de/file/15520509104989619391.png/2ixwksi# “My Purchases” page There you can find your ordered products and cancel them. !#overview Pay with PayPal | > ⚠️ The PayPal payment feature is only available on the main server (www.edumaps.de) and requires a Premium account. You can set a price for your product and receive the money directly from your buyers via PayPal. To do this, go to the box settings and enter the “Price” in euros. https://www.edumaps.de/file/561760521880391736.png/2xpjbgb# Set price for product The price label will then appear on the box. The buyer can first book the product and then proceed to payment. The booking dialog appears as follows: https://www.edumaps.de/file/5348146990037938364.png/gmhgx4m# Booking confirmation with redirect to payment https://www.edumaps.de/file/13421478078600447325.png/8fgc76d# Payment page – redirect to PayPal The user will then be redirected to PayPal. After successful payment, you will find the transaction with all details on the page {“Received Payments”}{https://www.edumaps.de/user/payments}. > You can set your PayPal address on the page {My Account}{https://www.edumaps.de/user/account}. If no email is specified, the email address of your user account will be used. !#payments Central Sale of Products from Other Users | If there are multiple sellers/providers (and PayPal payments should go to different users), proceed as follows: -- The other users create maps with boxes, activate the sales module, and set a price for each box. -- The other users send you the link to the box. -- You embed the corresponding boxes of the other users into your own map. -- The different boxes from different users can now be **booked and paid for** directly on your map. -- Each payment is sent to the respective user who provides the box. !#thirdparty
5.4 Calendar for Boxes
edumaps
calendar tutorials
Applications of the box calendar | You can assign each box its own calendar in which you can enter events/appointments. ## Areas of application include: - School and lesson planning (timetables, exam dates) - Birthday calendar - Training plans and game dates (for clubs) - Event planning for workshops, celebrations, etc. - Project management (milestones) - Community projects (for neighbors, communities) - Opening hours and bookings (museums, theaters, restaurants, etc.) Tip: For lending items and renting rooms, you can use the {lending system}{https://www.edumaps.de/1055/1/pec424hul6/wenurto5ez}. !#applications Settings for calendar view | For the calendar you have the following settings. https://www.edumaps.de/file/10540807488108587826.png/5c3qmrn# Calendar options in the box settings The “Display when first opening the calendar” determines the calendar view for the visitor. The following modes are available: - Month (for daily entries) - Week (for hourly entries) - Day (for hourly entries) !#settings Calendar view with time slots | By default, the "Time slots" mode is active, which corresponds to a familiar calendar with clock times. https://www.edumaps.de/file/8032960142200506331.png/agki8vz# Week view with selection of time slots or school lessons Here you will find the following settings: - “Length of bookable timeslots”: Specified in minutes – for example, `60` means that you cannot book less than 1 hour. - “Time period of a day”: Set start time and end time – for example, `8` to `16` means the days are shown only from 8:00 to 16:00. !#timeslots Calendar view with school lessons | Instead of "Time slots", you can also choose the "School lessons" mode. Each day will then be divided into a number of numbered school lessons rather than clock times. https://www.edumaps.de/file/15094197429299473829.png/wqpt15u# Mode: School lessons Enter the “Number of school lessons in a day” to specify how many lessons the day should have. !#schoollessons Edit the map but give calendar read-only rights | If you have shared a map for editing, as the map owner, you can protect a calendar by activating the “Protect Box” setting. In this case, all users can edit your map, but they cannot make changes to the calendar of the box. !#readonly 📑 Table of Contents | ~contents~ Activate the calendar | To enable the calendar for a box, open the box settings and click on “Bookings and Calendar” and then “Calendar”. https://www.edumaps.de/file/6325384245315006204.png/kg0qp9u# Calendar option activated in the box settings A “Calendar” button will then appear on the box. https://www.edumaps.de/file/3510268152887954112.png/8fl2v3p# Calendar button on the box !#activate Reading or editing the calendar | If registered users open your map with editing rights, they can also enter events in the calendar. This makes collaborative use of different calendars possible. If users only have read access rights, they also only have read access to the calendar. Only the map owner can make changes to the calendar at any time. Anonymous users cannot edit the calendar. Every user must be logged in. !#readedit Overview of all events below the calendar | As the map owner, you will find the list of all events in each calendar below the calendar. https://www.edumaps.de/file/18444382745208826837.png/ww0ojg0# List of all Events in a calendar !#overview Create events | You can add events simply by clicking in the calendar or by selecting a time period with the mouse. https://www.edumaps.de/file/8191595075008639230.png/170bbo3# Create event Change the times as desired. Add the title and a description. Optionally choose a different color. You can also set repetitions for the event. You can also upload any number of files. You will then find the files on the {“My Uploads”}{https://www.edumaps.de/uploads?own} page. !#create Edit events | Click on the event, then a dialog for editing will open: https://www.edumaps.de/file/18071225580481743105.png/qgn2vu6# Edit event **Event times** can also be changed directly in the calendar with the mouse: 1. Move the event - hold the mouse button down on the event and drag it to the new time slot. 2. Event length - move the mouse to the bottom edge of the event. Grab the bottom edge (hold the mouse button down) and change the length. https://www.edumaps.de/file/16184233455621949393.png/bl1xpc4# Shorten or extend event time Delete event | You can delete events by clicking directly on the event and selecting the delete icon next to the Save button. https://www.edumaps.de/file/4953368748802673221.png/4pjo6am# Delete button for event Alternatively, you can delete the event in the events list below the calendar by clicking on the trash can icon. !#delete Notification for new event entries by others | If a third party adds an event to your calendar, you will receive a notification. This notification appears in the top right corner of the website. https://www.edumaps.de/file/2895767424147755929.png/kczracc# Notification Clicking the notification icon opens the page with all {notifications}{https://www.edumaps.de/notifications} . The newly entered events are listed there. Subscribe to calendar | Each box calendar can be subscribed to by logged-in users. All events will then appear on the personal page {“My Calendar”}{https://www.edumaps.de/user/calendar}. The tutorial shows how subscribing works and how to cancel a subscription: https://www.edumaps.de/1380/1/p07lbvo1xlob/zlerztz65yo0#b13660 Tutorial: Subscribe to and embed calendars Embed calendar into another box calendar | You can embed any number of box calendars into another box calendar - for example, to create a central school calendar that brings together all class calendars. Changes in the source calendars are automatically applied. The tutorial shows all steps, how embedded events are displayed, and further examples of use: https://www.edumaps.de/1380/1/p07lbvo1xlob/zlerztz65yo0#b13663 Tutorial: Subscribe to and embed calendars Introduction | ✔️ The calendar system provides you with a powerful tool for various scenarios. - A separate calendar can be activated for each box. - Calendars can be subscribed to and will then appear in the personal calendar. - Calendars can be embedded into other calendars. - Every user has their own calendar. See the page {“My Calendar”}{https://www.edumaps.de/user/calendar} and {Tutorial “Personal Calendar”}{https://www.edumaps.de/1062/1/jj3nem387d/utmny9e9vk}. Embed in external calendars such as Apple and Google | You can embed any box calendar into external calendars such as Google and Apple calendars. As the owner of the map, you will find an “iCalendar Link” below the calendar. https://www.edumaps.de/file/9703222414340247154.png/ivr1692# iCalendar Link Click on it, and the iCalendar link will be displayed. https://www.edumaps.de/file/4770840199233771662.png/eitubbu# iCal link for adding calendar to external calendars Copy the link and integrate it into your Apple or Google calendar. If you would like to have your calendar as a widget on your smartphone's home screen, you can use this tutorial: https://www.edumaps.de/1088/1/qrrfzf76qh/2vv8ecx0u4 Tutorial: Calendar as a Widget on the Phone (with Synchronization) !#external Sharing the calendar | You can share each calendar separately, either with read access or edit access. To do this, click the blue Share button in the top right. https://www.edumaps.de/file/7516275395913446768.png/3eju3yw# Share button in the box calendar You can now set Reading or Editing and receive the corresponding link. https://www.edumaps.de/file/493599433296208805.png/djlf7ew# Share calendar with access rights Create events with repetitions | You can also create an event with repetitions so that it appears regularly at the specified times. https://www.edumaps.de/file/7293027054249765741.png/7j5nvdj# Create event with repetitions https://www.edumaps.de/file/10321358281104980815.png/8mtg2yq# Example: Event every Friday **Types of repetitions:** - Daily - Weekly - Monthly - Yearly
5.5 Subscribe to and embed calendars
edumaps
calendar tutorials
Table of Contents | ~Contents~ Three ways to share a calendar | Every box calendar can be made visible outside its box in three ways: **1. Subscribe** - The events appear in your personal calendar on the {"My Calendar"}{https://www.edumaps.de/user/calendar} page. **2. Embed** - The events appear in another box calendar, for example in a central school calendar. **3. iCalendar link** - The events appear in external calendar apps such as Apple, Google, or Outlook. > All three methods are live connections: New or changed events in the source calendar are automatically adopted. You do not need to copy anything again. Which method for which purpose? | **Subscribe** is suitable for individual users who want to see events from other calendars in their personal overview - for example, a teacher who subscribes to the class calendar. **Embed** is suitable for map owners who want to combine several calendars in one place - for example, a central school calendar made up of all class calendars. **iCalendar link** is suitable for anyone who wants to see their events outside Edumaps - for example, as a {widget on their phone}{https://www.edumaps.de/1088/1/qrrfzf76qh/2vv8ecx0u4}. We describe the iCalendar method in the {"Calendar per box" tutorial}{https://www.edumaps.de/1059/1/1p018vc669/nt5sn3ix90#external}. Subscribe to a calendar | Open the box calendar you want to subscribe to. Above the calendar, you will find the **"Subscribe"** button. https://www.edumaps.de/file/5840617145105891672.png/k2mwfkv# Subscribe button in the box calendar When you click it, the calendar is subscribed immediately. You must be logged in to do this. Events in "My Calendar" | All events from the subscribed calendar will now appear on your personal {“My Calendar”}{https://www.edumaps.de/user/calendar} page. You can subscribe to as many box calendars as you like and bundle all important events into one view. You can find more about the personal calendar in the {“Personal Calendar”}{https://www.edumaps.de/1062/1/jj3nem387d/utmny9e9vk} tutorial. End a subscription | If you no longer want to subscribe to a calendar, open the box calendar again and click the **“Calendar subscribed”** button. https://www.edumaps.de/file/4278446062769197878.png/d5f1tyo# End the subscription by clicking “Calendar subscribed” The events will then disappear from {My Calendar}{https://www.edumaps.de/user/calendar}. The source calendar itself remains unchanged. Embed a calendar step by step | Open the box calendar in which the events from other calendars should appear (the target calendar). Below the calendar, you will find the **“Add calendar”** button. https://www.edumaps.de/file/10405019501969579248.png/z91pv9u# “Add calendar” button below the calendar A dialog opens in which you enter the link to the source calendar. You can get this link directly in the source calendar by clicking the share button. https://www.edumaps.de/file/4603371726444629013.png/d92pkwh# Dialog for entering the link to the source calendar Confirm the selection, and all events from the source calendar will immediately appear in the target calendar. You can embed as many calendars as you like into one box calendar. Display of embedded events | Embedded events appear in the target calendar together with your own events. https://www.edumaps.de/file/9805292191722062487.png/x9lt43d# Target calendar with own and embedded events Embedded events are maintained in the source calendar. If you change or delete an event there, the change is automatically transferred to all target calendars. Remove an embedding | Below the target calendar, you will see the list of all embedded calendars. https://www.edumaps.de/file/8166259044129597967.png/c95mq9e# List of embedded calendars Click the remove icon there to remove an embedding. The events from the source calendar will then disappear from the target calendar. The source calendar itself remains unchanged. Permissions | To embed a calendar, you need the link to the source calendar. A read link is sufficient, because embedded events are only displayed and not edited. Visitors to your map see the embedded events in the target calendar just like your own events. Anyone who wants to edit an event needs edit permission for the source calendar. Use cases | **Central school calendar** - One box per class with its own calendar, plus a central calendar that embeds all class calendars. The school administration can see everything at a glance. **Exam calendar** - Each department maintains its exam dates in its own calendar, and the exam calendar combines them and shows overlaps immediately. **Personal teaching calendar** - Teachers embed the official school calendar into their own teaching calendar and have holidays, conferences, and personal events in one view. **Club calendar** - Training times for each team in separate calendars, while the club calendar bundles all events for the board level. > Changes in the source calendars are automatically adopted. Step by step: Room bookings | A complete practical example with several calendars and one central calendar can be found in the tutorial **"Set up room bookings with calendars"**: https://www.edumaps.de/1363/1/hhvya5urr6jn/swrqm2e6v2pz Set up room bookings with calendars Further tutorials | **Calendar per box** - Basics: activate calendars, create events, share, iCalendar link: https://www.edumaps.de/1059/1/1p018vc669/nt5sn3ix90 Tutorial: Calendar per box **Personal Calendar** - The **"My Calendar"** page in detail: https://www.edumaps.de/1062/1/jj3nem387d/utmny9e9vk Tutorial: Personal Calendar **Calendar as a widget on your phone** - Events with synchronization on the home screen: https://www.edumaps.de/1088/1/qrrfzf76qh/2vv8ecx0u4 Tutorial: Calendar as a widget on your phone 1️⃣ Basics2️⃣ Subscribe to calendars3️⃣ Embed calendars4️⃣ Practice & examples
5.6 Set Up Room Bookings with Calendars (Step by Step)
edumaps
bookings calendar rooms tutorials
Table of Contents | ~Contents~ What You Will Have at the End | > A map where each room has its own box with its own calendar: interested users can see available times and book on their own. > In addition, a central calendar that combines all rooms: your complete overview, also on mobile. > Setup time: about 20 minutes for 3 rooms. Start from the Template | Copy the template {"Rent & Book Rooms"}{https://www.edumaps.de/1362/1/o4av34fh4518/p7yjmpb7guwr} from the template catalog. Adjust room names, photos, features, and prices: one column per room. More or Fewer Rooms? | Add rooms: copy a column. Remove rooms: delete a column. The structure stays the same whether you have 2 or 10 rooms. The Core of the System | Open the "Availability & Booking" box of the first room and enable the calendar for that box (if it is not already enabled). See also {Tutorial: Calendar per Box}{https://www.edumaps.de/1059/1/1p018vc669/nt5sn3ix90}. Set Bookable Times | Define when the room can be booked (in the weekly view, enter the time range for each day under the time settings, as well as the length of the bookable time slots). Repeat for the other rooms. > One separate calendar per room (one separate box). Make a Test Booking | Open the map in reading mode (or in a private browser window) and book a slot yourself: this lets you see exactly what your customers see. All Rooms in One View | Create a central calendar and include all room calendars in it: every booking from every room will appear here automatically. See tutorial: {Embed Calendars}{https://www.edumaps.de/1380/1/p07lbvo1xlob/zlerztz65yo0} > You can include as many other box calendars as you want in one box calendar. You decide which of your boxes serves as the central box and contains the central calendar. Tip: Keep Events Separate | An additional calendar for events (workshops, concerts) keeps rentals and events neatly separated while still bringing them together in the overall view. The Right Link | Customers receive the map's read-only link: they can see everything, book through the calendars, and cannot change anything. Tutorial: {Share Maps with Links}{https://www.edumaps.de/1047/1/siajhiablo/fv6nobr4hp} Create one box for each room so you can also share just a single box. Click the three dots on the box and choose "Share". Make It Visible | Embed the link on your website, add a QR code to the studio door, and include the link in your email signature. Keep the central calendar link private: it is your internal view. Overview on Your Phone | Add the central calendar as a widget on your phone, including synchronization: you can see every new booking without opening the map. Tutorial: {Calendar as a Widget on Your Phone}{https://www.edumaps.de/1088/1/qrrfzf76qh/2vv8ecx0u4} Manage Bookings | Enter your own appointments (maintenance, private use) directly into the room calendar yourself: the slot will then be blocked for customers. Allow Online Payments | For payment directly during booking, take a look at the sales module. Tutorial: {Sales Module}{https://www.edumaps.de/1009/1/o4xh876aqd/7gt9m53bn7} Equipment Instead of Rooms | The same principle also works for equipment rental (microphones, projectors, instruments). Tutorial: {Lending System}{https://www.edumaps.de/1055/1/pec424hul6/wenurto5ez} Suitable Templates | - {Rent & Book Rooms}{https://www.edumaps.de/1362/1/o4av34fh4518/p7yjmpb7guwr} - {Club Season Plan}{https://www.edumaps.de/1313/1/qp0gm9n28ynh/ap0ma998uyu6} - {Internal Training Courses}{https://www.edumaps.de/1242/1/xvb4d3972u9m/zupveigrx1rs} More can be found in the template catalog. 🎯 The Result1️⃣ Create the Map2️⃣ Enable a Calendar for Each Room3️⃣ Set Up a Central Calendar4️⃣ Share & Publish5️⃣ In Everyday Use🚀 Extensions
5.7 Personal Calendar
edumaps
calendar tutorials
Import External Calendars | As the map owner, you will find the “Import calendar (ICS)” option in the calendar menu. https://www.edumaps.de/file/6162738280873979848.png/9ls72jg# Import calendar (ICS) Here you can upload an ICS file. All events will then be imported automatically. https://www.edumaps.de/file/12551661540809220552.png/5s9wdm2# Import iCalendar file With the import you can choose a color for all imported events. “ICS” stands for “Internet Calendaring and Scheduling Core Object Specification (iCalendar)”. It is a file format for sharing calendar information. Almost every external application allows you to export a calendar as an ICS file. !#import Export calendar or download calendar as ICS file | In the calendar menu you can find the “iCalendar Link” and the “Download (ics)”. The iCalendar link you can copy and integrate into an external calendar application. The download is helpful to create a backup of your entire calendar. !#export 📑 Table of Contents | ~contents~ Introduction | ✔️ With the calendar system, you have a powerful tool for various scenarios at your disposal. - Each user has their own calendar. See the page {“My Calendar”}{https://www.edumaps.de/user/calendar}. - A separate calendar can be activated for each box. See the tutorial: {Using the Calendar for Boxes}{https://www.edumaps.de/1059/1/1p018vc669}. - Calendars can be subscribed to and will appear in your own calendar. Scenarios and Examples | ## Scenario: Timetable - A class teacher creates a timetable for their class (the "Calendar" option must be enabled in the box settings for this). - All students log in, visit the calendar, and click the "Subscribe to Calendar" button. - Now, each student has the class teacher's calendar events in their personal calendar. ## Scenario at a School - Mr. Miller creates a calendar with math exams. - Ms. Schneider creates a calendar with school music events. - The school office creates a calendar with all vacation times and all local celebrations. The students receive all three calendar links and subscribe to the calendars. After that, the students always have all the dates in their calendar. > If a teacher changes a date in their calendar, all students will see this change in their own calendars. Personal calendar | Every user has their own personal calendar. This can be found via the user menu top right which opens the page {“My Calendar”}{https://www.edumaps.de/user/calendar}. https://www.edumaps.de/file/5262374301830113506.png/pn98q6i# Example of a personal calendar In this calendar, each user can enter their own appointments/events. Additionally, all events from subscribed calendars are shown there. A list of all subscribed calendars can be found below the calendar. https://www.edumaps.de/file/7950274073748061194.png/wxx2517# List of subscribed calendars !#intro Subscribe to box calendar | If you open a box calendar, you will find the blue button "Subscribe" in the top right corner. https://www.edumaps.de/file/14248975814375783332.png/l9gibhw# Subscribe to Calendar Button Click on it to confirm the subscription. https://www.edumaps.de/file/2424240428161181708.png/f082w4v# Confirm Calendar Subscription Afterwards, you will find all the events from this calendar entered into your {personal calendar}{https://www.edumaps.de/user/calendar}. The tutorial explains how subscribing works and how to cancel a subscription: https://www.edumaps.de/1380/1/p07lbvo1xlob/zlerztz65yo0 Tutorial: Subscribe to and integrate a calendar Unsubscribe from calendar | To unsubscribe from a calendar, visit the calendar and click the “Calendar subscribed” button in the top right corner. https://www.edumaps.de/file/13610418896740329169.png/l93qb8h# Button showing a subscribed calendar Click on it to confirm the unsubscription. Afterwards, all events from this calendar will be removed from your {personal calendar}{https://www.edumaps.de/user/calendar}. !#unsubscribe Bookings and Reservations | In addition to the appointments you have entered yourself and the appointments from subscribed calendars, your personal calendar also displays all your appointments from {Bookings and Reservations}{https://www.edumaps.de/user/bookings}. !#bookings
5.8 Calendar as a Widget on the Phone (with Synchronization)
edumaps
calendar tutorials
Introduction | ✔️ At Edumaps, three types of calendars are available: 1. {Personal Calendar}{https://www.edumaps.de/1062/1/jj3nem387d/utmny9e9vk} - each user has their own calendar 2. {Box Calendar}{https://www.edumaps.de/1059/1/1p018vc669/nt5sn3ix90} - each box has its own calendar 3. {Lending System with Calendar}{https://www.edumaps.de/1055/1/pec424hul6/wenurto5ez} - a box receives a calendar for reservations Each calendar can be integrated into external applications via an iCalendar link. See the tutorial {“Embedding in external calendars like Apple and Google”}{https://www.edumaps.de/1059/1/1p018vc669/nt5sn3ix90#external} for more information. > With a calendar widget, you can bring all of the school's important dates to every mobile phone of your teachers and students. ⚠️ If you have already integrated your Edumaps calendar into your Apple or Google calendar, you can directly use the calendar widget there. 📑 Table of Contents | ~contents~ Goal: Set widget on the phone that shows all current events | Our goal is to create a widget on the mobile background that shows us all the events of a calendar. With it, you always have all important events literally in your pocket at a glance. https://www.edumaps.de/file/10474813697194449221.jpg/ra0kvjc# Widget on the home screen of the mobile phone Below we will show you the necessary steps for this. !#goal iCalendar link of the calendar | First, open the desired calendar on your phone. https://www.edumaps.de/file/16857708561567776941.png/wbiblzc# Calendar on phone Below the calendar on the right, you will find a link "iCalendar Link". Click on it, and a dialog with this link will open: https://www.edumaps.de/file/16541297211000481093.png/hxqtucx# iCalendar link to copy Copy the link. !#icalendar Install the OneCalendar app | **Android:** Open the {OneCalendar app in the Play Store}{https://play.google.com/store/search?q=OneCalendar&c=apps} and install the app. **iPhone:** Open the {OneCalendar app in the App Store}{https://apps.apple.com/us/app/one-calendar/id1238379385} and install the app. Then open the app. !#install Integrate the Edumaps calendar into the app | Open the app and click the icon for the menu. There, select "Accounts": https://www.edumaps.de/file/10843571737069893415.png/w8meyb9# Selection: Accounts Now click on "Add account": https://www.edumaps.de/file/13530388139142689271.png/0eqmre1# Add Account Select "WebCal" from the list: https://www.edumaps.de/file/10913365965891657682.png/7wrfnob# WebCal Insert the link into the input field and save. The app should now display the confirmation: https://www.edumaps.de/file/8549711462552111424.png/i4deem0# iCalendar from Edumaps embedded in app !#integrate Display the Edumaps calendar in the app | When you now open the app, all imported events from the Edumaps calendar will be displayed to you: https://www.edumaps.de/file/5597650300120917373.png/xa0on78# Display all events You can choose different views like day, week, month, and list in the app. !#display Place widget on home screen | Set a calendar widget on your home screen now to always see the current events of the calendar. 1. Press and hold the home screen with one finger until the selection “Wallpaper | Widget | Transitions | Home screen settings” appears. https://www.edumaps.de/file/14121506947410051853.png/udwhyzv# Option: Add widget 2. Click on “Widgets”. 3. Find “OneCalendar” and click on it. https://www.edumaps.de/file/2614816982346577215.png/7gau7z5# OneCalendar 4. OneCalendar has three widgets to choose from: https://www.edumaps.de/file/7622081139465481517.png/cx14vc3# Three widgets from OneCalendar Choose “Agenda” to get a widget with a list view of all events. Choose “Month” to get a calendar widget that can be scrolled month by month. Result: https://www.edumaps.de/file/10474813697194449221.jpg/ra0kvjc# Active Widget on Homescreen !#widget Activate automatic synchronization in the app | To ensure the app regularly displays the current events from the Edumaps calendar, you need to enable synchronization. To do this, go to the menu and select "Options": https://www.edumaps.de/file/1559303465543249487.png/ugule4r# Selection "Options" Then select "Synchronization": https://www.edumaps.de/file/9305387169978871480.png/0xm4zfp# Selection "Synchronization" Click on "Webcal automatic synchronization": https://www.edumaps.de/file/4343830901528321148.png/4sd8g62# "Webcal automatic synchronization" Choose, for example, "2 hours" or "4 hours" as the synchronization interval: https://www.edumaps.de/file/8415145249532700073.png/8ajcjm5# Selection of synchronization interval Now the app synchronizes with the Edumaps calendar every 2 hours. !#synchronization