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Spaces & Equipment: Use custom hours for a location, category, space, or item

Before you can start booking equipment, you must first define the opening hours for your locations. When you set hours for a location, they will be inherited by all categories, spaces, and items in that location (though can choose to override the hours for specific categories, spaces, and items).

Although you have the option of linking a location's hours to those of a library or department in your LibCal Hours module, you can also set up custom hours to use just for your space/equipment bookings. This can be helpful if your library hours from the Hours Module don't coincide with the times that patrons can book spaces and equipment.

For example, if your library is open from 7:30am-1am, but equipment can only be booked between 9am-5pm, you could use custom hours for your location instead of linking to your library's opening hours.

Before you can begin: you must first create one or more hours templates. These templates define your opening and closing times on each day of the week. To set your location's hours, you will apply these templates to specific date ranges, as explained in the sections below.

Getting there

  1. Go to Admin > Spaces & Equipment.

Selecting Equipment & Spaces from the Admin menu


Step 1. Enabling custom hours

If your library hours from the Hours Module don't coincide with the times that patrons can book spaces and equipment, you can define custom hours instead.

For example, if your library is open from 7:30am-1am, but equipment can only be booked between 9am-5pm, you could use custom hours for your location instead of linking to your library's opening hours.

Enabling custom hours

  1. Under the Locations tab, click on the location's Manage Hours link in the Hours column.

Clicking the Manage Hours link

  1. Click on the Custom Hours radio button. 

Selecting the Custom Hours option


Step 2. Adding date ranges to opening hours

  1. Under Opening Hours, click on + Add Date Range.

Clicking Add Date Range

  1. Click inside the Date Range field and use the date pickers to select the dates you want to schedule.
  2. From the Template dropdown, select the weekly hours template you want to apply during the selected date range. A preview of your weekly hours will display below.
  3. Click the Add Date Range button to save your changes.

Adding a date range

  1. Repeat Steps 1-4 to add more date ranges, as far in advance as you'd like.
    1. To preview a date range's hours, hover over the Preview () icon next to the template's name.
    2. To modify a date range, click on its Edit () icon in the Actions column.
    3. To delete a date range, click on its Delete () icon in the Actions column.

Note: if a particular date is not included in any of your date ranges, then your location will appear as closed on that date.

Adding more date ranges


Step 3. Adding individual exceptions to your opening hours

Exceptions are handy because they allow you to change your usual hours on a specific date, without having to tweak your templates or date ranges. For example, you could have one date range to cover your entire Fall Semester, with individual exceptions for holidays. These also come in handy if you need to set a last-minute closure, too, for things like severe weather.

  1. Under Exceptions, click on + Add Exception

Clicking Add Exception

  1. Click inside the Date of Exception field and select the date this exception applies to.
  2. From the Exception Type dropdown, select the option that best applies to your exception.
    • Closed: your location will appear as closed on this date. Your location will appear open again on the following date.
    • Open 24 Hours: your location will be open 24 hours on this date only. Your normal hours will resume on the following date.
    • Custom Time: select a different opening and closing time to use on this date only. Your normal hours will resume on the following date.
  3. Click the Add New Exception button to save your changes.

Adding an exception

  1. Repeat Steps 1-4 to add more date ranges, as far in advance as you'd like.
    1. To delete a date range, click on its Delete () icon in the Actions column.

Adding another exception

Tip: if you are viewing the Spaces > Booking Grid or Equipment > Booking Grid grid, you'll find a shortcut for adding exceptions. Just click the Add Booking button and select Add Hours Exceptions.

Set different hours for a specific category, space, or item

If you have a specific category, space, or item that has different hours than the rest of your location, you can set it up with its own separate hours.

For example, let's say that you have a location that's open from 8am-10pm. But, you might have a category of equipment that can only be booked between 9am-5pm. To accommodate this, you can set up separate opening hours just for that one category.

When setting up hours for specific categories, items, and/or spaces, there are a few things to keep in mind:

  • When you enable specific hours for a category, they will override your location's hours & exceptions for all items/spaces in the category.
  • When you enable specific hours for a single item or space, they will override the hours & exceptions of its parent category and location.
  • If you enable custom hours for a category, item, or space, any date not covered by a date range will appear as closed.

Step 1. Enable hours for a specific category, item or space

  1. Under Specific Category and Item/Space Hours:
    1. Click the Add Hours for Category button to enable hours for a specific category.
    2. Click the Add Hours for Item/Space button to enable hours for a specific item or space.

Buttons for adding hours for a category, space, or item

  1. Select the category, item, or space you want to add.
  2. Click the Save button.

Enabling hours for a category

Step 2. Add date ranges & exceptions

If your library hours from the Hours Module don't coincide with the times that patrons can book spaces and equipment, you can define custom hours instead.

  1. Click on the Custom Hours radio button.
  2. Under Opening Hours, click on + Add Date Range to add as many date ranges as needed for your category, item, or space. Any date not covered by a date range will appear as closed -- even if the parent category/location is open.
  3. Under Exceptions, click on + Add Exception to add any exceptions to your opening hours. Remember that exceptions from the parent category/location will not be inherited, so you will need to set them up separately.

Adding custom opening hours and exceptions to a category

Disabling hours for a category, item, or space

If you no longer want to use separate hours for a specific category, item, or space:

  1. Click on the Close () icon for that category, space, or item.
    • If this is a category, it will inherit the hours of its parent location.
    • If this is a space or item, it will inherit the hours of its parent category.

Removing a category's hours

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