Facilities Scheduler FAQ

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What is Facilities Scheduler? 

Facilities Scheduler is a facilities management software that enables schools to organize their locations and activities to help streamline their calendar. It provides their staff and the public with an easy way to request the use of facilities.

Because of its real-time scheduling, clients can view all activities taking place in any building/location within their school or school district.

Facilities Scheduler handles everything; from booking buildings, rooms, fields, and equipment for all school internal activities, to all external community rentals.

Who is Facilities Scheduler for?

 It is designed for School and District use, including administrators, principals, athletic directors, grounds managers, custodians, other staff and outside facilities requesters. They will all benefit from an online request, approval and invoice process.

What does onboarding and implementation look like? 

Most schools are live within 4-6 weeks. Implementation includes program set up, admin and approvers training to streamline the request and approval process as well as ongoing support and training webinars to make sure admins and users can start using the platform quickly.

How is pricing structured? 

Pricing for our Facilities Scheduler software is based on School/District size. Click here to Contact our team for a customized quote.

What makes Arbiter Facilities Scheduler different from other facilities management software? 

Our software can be customized to fit each school or district’s needs. Its automatic notification system will keep requesters and staff informed of every change made to an event. And of course, the seamless integration with Arbiter Game and the Work Order request software will allow facilities managers to view everything from one platform.

Facilities Requests and Approval

Can requesters be verified or filtered before entering a facilities request?

 Yes, you can set up a verification process in which you will be able to approve a requester first after checking their contact information.

Can Facilites Scheduler collect Insurance Information or other information when requesting a facility? 

Yes, this is a step you can require when receiving a facilities request and even when you are approving a requester during the filtering process.

Can we set different approvers for each school in the district? 

Yes, we can set up single and multiple routing for each building. This is also available for each specific location. For example, if the gym needs to be approved by the AD first and then the building approver, and last the facilities manager, different to the auditorium that needs to be approved by the drama teacher first.

Can we create pricing groups to assign to our clients and charge them for facilities use? 

Yes, you can create multiple price tiers and tag your clients accordingly, so that when you create their invoices, the system will follow that fee structure.

How does the requester get notified? 

Requesters get automatically notified as soon as their request is approved by the last approver, or as soon as their request is denied. They will also get notifications as soon as their event is changed or cancelled.

Agreements, invoicing and payment

Can we send Facilities Agreement with insurance liability information to the requesters once they have been approved? 

Yes, you will be able to send the Facilities Use Agreement, together with the quote that your requesters will be able to sign online.

Can we customize the agreement language with our District agreement? 

Yes, you will also have the ability to customize agreements for the different client groups.

Can we invoice a requester from Facilities Scheduler? 

Yes, you will be able to create invoices and send them electronically through Facilities Scheduler.

Can the requesters pay online? 

Yes, Facilities Scheduler can be connected to a Merchant Account that will enable you to receive online payments for facilities rentals.

Can we keep track of payments manually? 

Yes, you can track cash or check payments and also keep track of refunds issued.

Can we view clients with outstanding balances in a report? 

Yes, you can pull a custom report that shows clients with outstanding balances, and it also allows you to email them their invoice so they can submit payment.

Administration

How does Facilities Scheduler reduce manual work for administrators? 

Online requests and approval routing will streamline facilities use and bookings. Our system will check for conflicts and will not allow double bookings. Administrators will also be able to schedule recurring reports for custodians to plan for the following week and for finance to create and send invoices.

Can we have multiple administrators, each with different tasks/responsibilities? 

Yes, Facilities Scheduler allows you to delegate responsibilities and customize the level of permissions they are granted.

Can our Business Office run financial reports? 

Yes, you can give them access to run reports and also set reports that will be automatically sent to them daily or weekly.

Integrations

Can Facilities Scheduler sync with Arbiter Game/Activities Scheduler? 

Yes, there is a seamless integration with either product. This will prevent double entries and verify if there are any conflicts with previous added events.

Can Facilities Scheduler integrate with Google Calendar? 

Yes, we can sync with Google workspaces. This integration will enable districts to book facilities from their google calendars and allow google calendar viewers to see everything that is happening district wide.

Can Google login be used with Facilities Scheduler? 

Yes, we can sync google authorization for Admins and requesters.

Want to learn more? Visit our Facilities Scheduler Resource Room

Related to

• School Staff