Manage buildings and rooms

Managers create a variety of buildings and rooms for use with applications, groups, and events.

You must configure buildings and rooms before you can use associate them with course sections, athletic game schedules, and more.

There are multiple ways to manage buildings.

  • From Core, select Settings, School information, and then Buildings.

  • From Academics select Schedule outline and then Buildings.

  • From Extracurricular, select Activities, Schedule outline, and then Buildings.

  • From Extracurricular, select Athletics, Athletics setup, and then Buildings.

  • From Extracurricular, select Residence life, Setup, and then Buildings.

A list of current buildings appears. You can Filter the list, as well as Search buildings, rooms, and their details. Expand a building's row to view its rooms. Select a building or room to view details. Export the list to review the information as a comma separated value file (.csv) in a third party spreadsheet application.

Tip: Consider including additional details in your organization's Policies and procedures guide, such as how your school uses and manages buildings and rooms.

Buildings can be multiple group types.

  • Academics

    Note: When you add rooms to an academic building, you'll also specify the Room type. For instructions about how to configure which options appear in the Room type menu, see table values.

  • Activities

  • Advisory

  • Athletics

  • Dorms

    Note: When you add a dorm, you'll also specify additional information. This includes whether it is Active or not, the classification, whether to Record attendance, an optional grade plan group (standard), an optional grade plan group (assessment), whether to Print on report card, whether to Print on transcript, and a Description. The Length is automatically set to "1;" this field indicates the number of terms for students to stay in the residence hall. For information about configuring these classifications, grade plan groups, and see years and terms,

  • Events

Applications and calendar events can share buildings and rooms. For example, classrooms can be used for Academics and Advisories.

To view and edit buildings and rooms, you'll need task ID 53490 enabled for one of your roles. To review access, check these roles and their clones:

  • academic group manager

  • activity group manager

  • advisory group manager

  • alumni group manager

  • athletic group manager

  • dorm group manager

  • page manager

  • platform manager

  • schedule manager

For instructions to enable or disable this task for security access, see roles and tasks.

Rooms may be associated with Custom fields which are "admin view only. This information is included when you export data for buildings and rooms. Thus, to add this information to rooms or to export data for buildings and rooms, you'll also need task ID 53441 enabled for one of your security roles.

See roles and tasks for security access ) and "admin view only" custom fields.

Buildings

  1. From Core, select Settings, School information, and then Buildings. A list of existing buildings and rooms appears.

    Alternatively, find Buildings within:

    • Academics (Schedule outline),

    • or Extracurricular (Athletics then Athletics setup or Residence life then Setup).

  2. Select Filter.

  3. Choose the group types.

    • Academics

    • Activities

    • Advisory

    • Athletics

    • Dorms

    • Events

  4. Select Apply.

If you have security access to view Custom fields which are "admin view only," then you can also export this data for use in a third party spreadsheet application (such as Microsoft Excel or Google Sheets).

  1. From Core, select Settings, School information, and then Buildings. A list of existing buildings and rooms appears.

    Alternatively, find Buildings within:

    • Academics (Schedule outline),

    • or Extracurricular (Athletics then Athletics setup or Residence life then Setup).

  2. Consider limiting the export's content by selecting Filter, choosing one or more group types, and then selecting Apply.

  3. Select Export. A comma separated value (.csv) file is downloaded to your local computer, based on your internet browser settings.

  4. Open the exported file (.csv) using a third party spreadsheet application (such as Microsoft Excel or Google Sheets).

Note: A platform manager can enable members of a security role to view and manage custom fields. See roles and tasks (task ID 53441) and "admin view only" custom fields.

  1. From Core, select Settings, School information, and then Buildings. A list of existing buildings and rooms appears.

    Alternatively, find Buildings within:

    • Academics (Schedule outline),

    • or Extracurricular (Athletics then Athletics setup or Residence life then Setup).

  2. Select +Add (above the list) and then Add building.

  3. Enter the building details, including a descriptive Building name. The name must be unique.

  4. Then choose the Group types.

  5. If you add a dorm, you'll also specify additional information. This includes:

    • whether it is Active or not,

    • the classification,

    • whether to Record attendance,

    • an optional grade plan group (standard),

    • an optional grade plan group (assessment),

    • whether to Print on report card,

    • whether to Print on transcript,

    • and a Description.

    The Length is automatically set to "1;" this field indicates the number of terms for students to stay in the residence hall.

    Note: For information about configuring these classifications, grade plan groups, and see years and terms,

  6. If you're ready to also add rooms, select Rooms and continue.

    Otherwise, select Save.

  7. Select + Add room to add a row to the list of rooms.

    Then enter the details of each room.

    1. Enter a Room number that's unique within the building.

    2. If your school uses Room name or Room code, enter these too.

    3. Enter a maximum Capacity.

    4. For rooms in an academic building, you'll also specify the Room type.

      Note: For instructions about how to configure which options appear in the Room type menu, see table values.

  8. Select Save.

Tip: After you save the building info, you can Edit rooms to also add custom fields which are Admin view only fields. Choose a field and then select Done. See "admin view only" custom fields.

Note: Refer to your school's Policies and procedures guide.

  1. From Core, select Settings, School information, and then Buildings. A list of existing buildings and rooms appears.

    Alternatively, find Buildings within:

    • Academics (Schedule outline),

    • or Extracurricular (Athletics then Athletics setup or Residence life then Setup).

  2. Use Search to find a specific building. Select the ellipsis (...) on the building's row for more options.

  3. Select Edit building.

  4. Enter your changes.

  5. If you designate the building as a dorm, you'll also specify additional information. This includes:

    • whether it is Active or not,

    • the classification,

    • whether to Record attendance,

    • an optional grade plan group (standard),

    • an optional grade plan group (assessment),

    • whether to Print on report card,

    • whether to Print on transcript,

    • and a Description.

    The Length is automatically set to "1;" this field indicates the number of terms for students to stay in the residence hall.

    Note: For information about configuring these classifications, grade plan groups, and see years and terms,

  6. Select Save.

You can remove a building or room if it isn't associated with any residents, courses sections, advisories, activities, games, or events.

When you delete a building, its rooms are also removed.

  1. From Core, select Settings, School information, and then Buildings. A list of existing buildings and rooms appears.

    Alternatively, find Buildings within:

    • Academics (Schedule outline),

    • or Extracurricular (Athletics then Athletics setup or Residence life then Setup).

  2. Use Search to find a specific building. Select the ellipsis (...) on the building's row for more options.

  3. Select Delete building.

  4. Confirm the change.

Rooms

  1. From Core, select Settings, School information, and then Buildings. A list of existing buildings and rooms appears.

    Alternatively, find Buildings within:

    • Academics (Schedule outline),

    • or Extracurricular (Athletics then Athletics setup or Residence life then Setup).

  2. Use Search to find a specific building. Select the ellipsis (...) on the building's row for more options. Then select Add room.

    Alternatively, select +Add (above the list) and then Add room. Search for and select its building.

  3. Enter a Room number that's unique within the building.

  4. If your school uses Room name or Room code, enter these too.

    Tip: Refer to your school's Policies and procedures guide.

  5. Enter a maximum Capacity.

  6. For rooms in an academic building, you'll also specify the Room type.

    Note: For instructions about how to configure which options appear in the Room type menu, see table values.

  7. Enter descriptive Notes. You can format the content and even hyperlink to other content.

  8. Your school can also add custom fields which are Admin view only fields. Choose a field and then select Done.

    Note: To add this information to rooms, you'll need task ID 53441 enabled for one of your security roles. See roles and tasks for security access ) and "admin view only" custom fields.

  9. Select Save or Save and add another.

Tip: Alternatively, Edit a building and go to the Rooms tab. Select + Add room. Enter the room details. Then select Save.

  1. From Core, select Settings, School information, and then Buildings. A list of existing buildings and rooms appears.

    Alternatively, find Buildings within:

    • Academics (Schedule outline),

    • or Extracurricular (Athletics then Athletics setup or Residence life then Setup).

  2. Use Search to find a specific building. Select the ellipsis (...) on the building's row for more options.

  3. Select Edit room.

  4. Enter your changes.

    • For rooms in an academic building, you'll also specify the Room type.

      Note: For instructions about how to configure which options appear in the Room type menu, see table values.

    • Your school can also add custom fields which are Admin view only fields. Choose a field and then select Done.

      Note: To add this information to rooms, you'll need task ID 53441 enabled for one of your security roles. See roles and tasks for security access ) and "admin view only" custom fields.

  5. Select Save.

Tip: Alternatively, Edit a building and go to the Rooms tab. Find the room and enter your changes. Then select Save.

You can remove a building or room if it isn't associated with any residents, courses sections, advisories, activities, games, or events.

When you delete a building, its rooms are also removed.

  1. From Core, select Settings, School information, and then Buildings. A list of existing buildings and rooms appears.

    Alternatively, find Buildings within:

    • Academics (Schedule outline),

    • or Extracurricular (Athletics then Athletics setup or Residence life then Setup).

  2. Use Search to find a specific building. Select the ellipsis (...) on the building's row for more options.

  3. Select Delete building or Delete room.

  4. Confirm the change.

Tip: Alternatively, Edit a building and go to the Rooms tab. Find the room and select Delete (trash icon) on its row. Save your changes.