Standby schedules are configurable by organization. This feature may be ON or OFF for your organization.
Standby Scheduling Summary
If your club has standby scheduling enabled, Schedule Master will allow you to make a secondary schedule for a period of time when the aircraft is already booked. You will have a chance to make this schedule the primary schedule if the original schedule is cancelled. To do this, you must confirm your standby schedule within the allotted time frame.
The time frame allotted for confirming your standby schedule is determined by your organization and is shown on the Standby Policy page in the Group Info|Scheduling Policy menu. (This time frame depends on the amount of time left before the schedule start and has a minimum and maximum value.) If the time frame for confirmation expires, your standby schedule will be deleted. There is an additional parameter (also shown on the Standby Policy page) that determines when a standby schedule (that has not been made primary) will be deleted. For example, if this parameter was set to 1 hour, Schedule Master will delete any standby schedule 1 hour before the start of that standby schedule. Because of this, a standby schedule will not be offered as an option if you are within 1 hour of the start.
You will not be able to make a standby schedule if one of the following conditions exist:
- There are already 2 standby schedules for the same period of time for this resource.
- You have another schedule for the same period of time for another resource within this category (assuming that you are not authorized for overlapping schedules and the the resource you are trying to book does not allow overlapping bookings).
- The timeframe you are trying to book is within the timeframe that the schedule should already be confirmed.
- You are editing a schedule. If you would like to cancel your existing primary schedule to create a standby schedule, you will need to do this in 2 steps - to cancel and then add the new schedule. However, if you would like to keep your schedule and add a standby, you should add a standby for a smaller timeframe that does not overlap with your existing booking.
Making a Standby Schedule
There are multiple ways to make a standby schedule. If you enter a resource and schedule time that is not available, you will be presented with a checkbox for making this a standby schedule. See brown section in image below. To continue to make the standby, check the checkbox and click 'Make Schedule.'
As an alternative, if you click on an existing schedule, you will be presented with a window for making a schedule notification. See image below. (A schedule notification notifies the user, generally through email, if the requested resource and time frame becomes available.) This screen has a link to instead make a standby schedule for this resource and time frame. The link can be seen in the red box of the image below. If you would prefer a standby, click the link to be redirected to a screen that looks like the previous image above.
If your standby schedule is successfully made, you will see it on a separate row of the schedule labeled Standby (level 1 or level 2).
Confirming a Standby Schedule
If the resource and entire time frame become available and your standby schedule was on level 1, your schedule will become the primary schedule, and you will have a chance to confirm. If this is the case, an automated email message will be set to your primary email address and the schedule will show on the line with the resource name and the schedule outlined in red. Upon log-in, you will be directed to a list view showing the schedule that needs to be confirmed. See image below. To confirm your standby, press the button labeled 'Push to Confirm.'
As an alternative, if you are on the schedule view and see your schedule outlined in red, click on the schedule. This will bring up the edit window with a button labeled 'Confirm this Schedule.'
If you do not confirm your schedule within the allotted time frame, it will be cancelled.