Agendo: Tutorials

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Contents

Create a user

  1. Login to the administration area.
  2. Click the Registered users button. This will direct you to a complete list of users registered in your database. Make sure you have permissions to add a new user. Learn how to do that here.
  3. Fill the form to create a new user. Choose its configuration carefully.
  4. Press insert to add the new user to the database.


The following table describes all user fields.

login username
passwd encrypted password
level user administration level
  • Administrator
  • Manager
  • Regular user
firstname user's first name
lastname user's last name
dep user department
phone user phone number
phonext phone extension
mobile mobile phone number. Required to receive alerts by SMS
email user email
alert choose notification by email (default) or SMS


The following video is a step-by-step tutorial of how to create a user in Agendo.


Create a resource

  1. Login to the administratio area.
  2. Click the Resources button. This will direct you to a complete list of resources registered in your database. Make sure you have permissions to add a new resource. Learn how to do that here.
  3. Fill the form to create a new resource.
  4. Press insert to add resource to the database.


The following table holds a description of all resource fields.

name resource identification name
type type of resource (e.g. Widefield Microscope, Confocal, Flow Cytometer...)
status reservation type
  • Pre-reservation with admin confirmation: Users can schedule the equipment but it must be confirmed by the equipment administrator
  • Pre-reservation with user confirmation: Users must confirm presence. The confirmation must be done in a computer next to the equipment
  • Regular reservation: No usage confirmation needed
maxdays in days, sets the maximum number of days a user can reserve ahead
starttime starting time of day for reservations
endtime after this time reservations are no longer possible
resp resource responsible
wikilink resource homepage
resolution in minutes, sets the time duration in minutes of each slot
maxslots in slots, maximum time of usage per user per day
mac mac address of the computer used for confirmation
confirmtol in slots, number of time slots of tolerance allowed before and after reservation time to confirm presence or equipment usage
delhour in hours, minimum time to delete an entry before it starts
color Resource color for personal calendar display
maxhoursweek in hours, sets the maximum value that each user has available to schedule the resource per week. Visit this tutorial for more details about this field


The following video is a step-by-step tutorial of how to create a resource in Agendo.


Give permissions to schedule a resource

The resource administrator has full power to schedule or take any action on the resource. However, to schedule a resource, an user must have permissions to do so. These permissions are given by the resource administrator. There are currently two ways to give permissions to users:

Multi-user resource permissions tool

  1. Login to your administration area
  2. Go to the Tools menu in the top navigation bar. On mouse over, some links will be displayed
  3. Press Resource permissions link. A new window will open.
    Resource permissions tool.png
  4. Select users to give permissions, target resource, access level and whether the user(s) has training or not
  5. Tick the Email users box if you wish to notify users
  6. Press Give access to finish


The following tutorial describes the usage of this tool.


Old fashioned way: direct content management

  1. Login to your administration area
  2. Click the Resource permissions button. This will directyou to the complete list of permissions. Make sure that you are allowed to insert a new permission.
  3. Insert a new permissions by choosing the right user, resource, permission level and training settings (TRUE or FALSE).
No permission user is not allowed to use the selected resource
Regular reservation user is allowed to schedule the resource within the time limits set in the resource configuration
Add ahead user can schedule beyond the time limit of the resource
Add back user can schedule in the past
Add back and ahead user can schedule both in the past and in the future
Extra reservation user can schedule two times ahead the resource limit


Ask permission to use a resource

To schedule a resource, an user must have permission to do so. The following video will guide you through all the necessary steps to ask for access to a specific resource.


What are table masks?

Both Agendo and Datumo are database dependent. Databases are formed by tables and views with very specific names which most of the time are imperceptible and not user friendly. As such, we have decided to couple to each table a simple string that describes the table's operation.

To check each table mask proceed as follows:

  1. Press the User configuration button in your administration area
  2. In the table admin window press Available tables


Get access to specific tables

Agendo configuration is based on the table admin (table mask: User configuration). Through this table you can give or remove access to other tables or set different action permissions for each user.

Example: Giving a resource administrator the possibility to add announcements

  1. Login to your administration area.
  2. Click on the User configuration button. This will give you access to the table admin
  3. Insert a new entry by choosing the target user, table to give access to and type of permission. You can view a full list of tables available by clicking in the Available tables button. Also, be careful choosing the type of permission as this grants the target user power to make actions over the database. You can give Insert, Update and/or Delete permissions.

By following this procedure the target user will now have available a new table to modify or view. The following video explains with detail the above steps.


Setup a computer for local confirmation

Depending on the resource configuration, users must confirm presence or resource usage in a specific computer.

To do so, both the computer and the database (resource configuration) must be prepared for that. The following steps will show how to configure a local resource confirmation.

  1. Go to the computer where the resource is to be confirmed. THIS IS VERY IMPORTANT. OTHERWISE IT WILL NOT WORK
  2. Login to your administration area
  3. In your backoffice, go to the Tools menu and press On site confirmation
    Resource confirmation.png
  4. You will need to have Java updated to at least version 6 in order to be able to proceed further from this point
  5. If you have a valid version of Java you will a screen similar to the following
    Confirmation tool.png
  6. Press the first dropdown list to pick one of the macaddresses found on your current computer
  7. Press the second dropdown list to select the resource you want to associate to the computer
  8. Press the Action! button to make the association and thus only be able to confirm from your this computer (except if you are the resource's responsible, then you can confirm from anywhere)


Recover password

  1. Go to Agendo homepage
  2. Enter the user menu by pressing this icon User menu.png
  3. Write your username in correspondent field
  4. Press the Recover password button. This will automatically send you a randomly generated password to your email


Schedule a resource

In order to schedule a resource you must have permission to do so. Learn how to ask for access to a specific resource here. After getting permission to schedule proceed as follows:

  1. Select a resource and go to its calendar page
  2. Select day and time you wish to schedule
  3. If you're logged in, just click on the Confirm button. If not, enter your username and password and then confirm your entry.
  4. Be aware that some resources may have obligatory fields which you have to fill before confirming your entry.


Create resource fields

Agendo allows the possibility to add to each resource specific fields which must be entered before a reservation.

Example: A confocal microscope with two different lasers (355nm, 532nm). Which one will be used?

Each resource can be configured according to its working options and these must be entered by users in order to schedule the resource. To create specific resource fields proceed as follows:

  1. Login to the administration area
  2. Press the Fields configuration button. This will direct you to a table with all resource fields available
  3. Create specific fields for your resource. Each field correspond to a single row in the table
name field name. Associated fields must have the same name
label field label to be displayed to the user
type field type. There are five options available:
  • Textbox: regular text input that cannot be empty
  • CheckBoxSinglePick: checkbox fields. Users can only select one option
  • CheckBoxMultiPick: checkbox fields. Users can select multiple options
  • NumericOnlyInput: text input that accepts number only
  • EmptyAllowedText: regular text input that can be empty
resource target resource
placement choose to place fields either on RESERVATION (users will be asked to complete the fields when scheduling the resource) or on CONFIRMATION (users must complete the fields when confirming the resource usage)

After creating the fields, these will be available at the resource scheduling page.

This is all you need to know about creating specific resource fields. The following video will guide through the above steps


Change password

  1. Login to your administration area
  2. Press the Registered users button
  3. Choose a new password and change it in the passwd field.
  4. Press update. Note that your new password is encrypted

Place announcements for each resource

Agendo allows resource administrators to place specific announcements for each resource. These announcements are displayed in the scheduling page of each resource. To place a new announcement proceed as follows:

  1. Login to your administration area
  2. Go to the Announcements table. Make sure you have Insert privileges
  3. Insert a new announcement setting the target resource, message to be displayed, begin date and end date
  4. This announcement will be automatically displayed in the target resource scheduling page

Restrict users to access specific values

Restricting access to specific information can be a major concern to some administrators or facilities. By default, regular users can only access information that is related with their user. The remain information is restricted.

Also, it is common to restrict resource administrators to access other resources. This grants that each resource is only modified by its administrator. The information that is not resource dependent remains unrestricted.

To restrict access to specific information of the database you must have access to the table resaccess with add permissions. You can access this table by clicking the Field restrictions button in your administration area. This table has four attributes:

user target user to be restricted
table main table that holds the value to be restricted
column table column upon which the restriction is created
value value to be restricted

Example: Restricting access to a specific resource - to restrict access to a specific resource you must know the the target user id and the resource id. The following picture shows a restriction of the resource 'Demo Resource' (id=1) targeted to the user 'demo' (id=4). You can search for both id numbers in the correspondent tables (resource and user).

Resaccess.png

Conclusion: the user 'demo' can only view resource information that is related with the resource 'Demo Resource'.


Example: Users with access only to their information - to restrict users to access their own information such as profile and resource permissions you only need to know which is the target user. Then you just need to create a restriction on his id value.

Resaccess2.png

Conclusion: the user 'demo' can only access self related information.


Although setting restrictions to very specific values can be tricky, in the end it allows administrators to create an infinite number of permissions for each user when combined with specific table access.

Feel free to ask us any question related to this topic.


Upload resource image


Set IMAP based login

In order to avoid extensive user management and to save administrator some time, we have introduced an IMAP based login, which allows users to automatically register in Agendo if they are already registered in the facility IMAP database. To configure the IMAP login proceed as follows:

  1. Make sure your facility have an IMAP server configured
  2. Login to your administration area
  3. Click the Settings button. If it is not available you must grant permissions to alter Agendo settings by adding an entry in the User configuration table. Make sure you choose the table configParams in order to access Agendo settings (tables and correspondent masks). Click here to learn how to give access to different tables.
  4. This table holds all Agendo configurations settings. Check for these parameters:
    • imapCheck: Allows you to set up IMAP login (boolean value 0, 1). Set it to 1 to allow IMAP based login
    • imapHost: your imap host. Google example: imap.gmail.com:993/imap/ssl
    • imapMailServer: Google example: gmail.com
  5. After setting these values, login with a valid IMAP account. If the account is valid, a new user will be asked to enter some information in order to complete the registration.

This IMAP based login allows admins to save time managing the user database. Be aware that users that do not have valid IMAP accounts may also be registered in Agendo. However, in this case, the registration must be manual.

Set similar resources

In order to facilitate navigation between resources we have created a tool that allows administrator to identify similar resources. This tool was created so that users can easily select another resource if the one they have chosen is fully scheduled. To create similar resources proceed as follows:

  1. Login to your administration area
  2. Click Similar resources to access the configuration table. If you cannot see this button you need to add or request access to it. Learn how to do it here
  3. Enter two similar resources

The following video will guide to the process of creating similar resources

Usage reports

Feedback about resource usage can be visualized using Agendo reporting tool. In order to allow users more flexibility, the report includes user-friendly features for searching and filtering.


Filtering by privilege levels

Some users can have multiple filtering options for privileges, depending if they are system administrators, resource managers or department managers. Select one of the following, for specific results:

  1. Administrator - Can search all entries
  2. Resource manager - Can search entries for managed resources
  3. Department manager - Can search entries for group/department


Filter by date

Use the following fields to include a temporal restriction in your search:

Reporttime.png


Filter by value

Filtering can be done in two different ways. The standard is by adding a text on the input box shown below.

Report search.png


The report will show results that match search string. Alternatively, a more restrictive filtering tool is available by clicking in the links in the report. This gives the possibility to specifically select what you are looking for.

Reportlinks.png


Each specific filter can be removed by clicking in the corresponding link in the red frame.

Reportremovelinks.png


Filter by number of rows

Use this tool to change the number of items to display.

Reportentries.png


Export to Excel

The usage report can be exported to Excel or any other spreadsheet application. To export a report, proceed as follows:

  1. Using the filtering tools in order to get the results that you are looking for
  2. Change the number of entries to display to All. Please notice that only the entries that are displayed in the page will be exported
  3. Press Download and open the file in a spreadsheet application


Manage and assign projects

Agendo billing scheme is based on projects. These can be associated with one or more groups. There is also the possibility to have different pricing for different projects that might have different overheads and under different conditions. For example, if you buy a resource for general use you might want to give a certain global discount. Due to configuration complexity this is not done at the resource level.

Projects have to be first created by an Administrator under "Project creation" in Datumo Administration Area (in case of ERP connection they can be retrieved). Associating a project to a Department (corresponding to a Lab or Group) can be made also in the Administration Area under "Project association". Anytime, an Administrator can deactivate a project if the budget is fully executed. Also, Department Managers or PIs can hide their projects if they don’t want them accessible to their group members.

To configure projects, proceed as follows:

  1. Go to the Administration area.
  2. Press the Project creation button. Make sure you have permissions to create new projects. Learn how to do that here.
  3. Enter project name, account and discount applied to that particular project and add a new entry.

To associate a project to a group/department, proceed as follows:

  1. In the administration area, press Project association. Again, make sure you have the right permissions.
  2. Select a project and a department to make the association. One project can be associated with multiple departments.
  3. Choose the project visibility. Set it to FALSE if you don't want the department users to choose this project.
  4. Activate the project. You can update this field at any time and deactivate the project if it has come to an end or if the budget is fully executed.

This project will be available to all users of the department.


Associate project to a calendar entry

Once a project is created, users from the corresponding department can associate it to their calendar entries.

  • If the user is logged upon booking a resource, the project list of the department is displayed on the left. Users can select the project from this list. Notice that the project list will only be available if the user is logged. The image below shows a project list for a specific user.

Project weekview.png


  • If the user is not logged and chooses to book a resource using the quick entry tool, a default project will be selected for the association.


Department Managers or PIs can manage their group projects using the Project management tool in the administration area. In here, managers can select the projects to be visible to all the group members, and the project to be used as default. Project name column has all the projects grouped by the department's name in bold. If someone manages more than one Department, projects will be grouped accordingly by Department.

Proceed as follows to change the default project and visibility:

  1. Login and go to your administration area.
  2. Under Tools menu, press Project Management.
  3. The list of active projects for your department is displayed (see image below). Use the radio button to change the default project. Notice that the default radio button shows the department's current default project, only one project per department. The selected project will be the one initially displayed at the weekview page in the projects dropdown list.

Project settings.png


Project information in the weekview calendar is only accessible to the department head or resource manager or if the logged user is from the same department.


Resource notifications

Users can now receive notifications every time there is a delete or update in their favorite resource(s). This can be found in the Resource alerts configuration tool in the administration area. Notifications can be activated or deactivated at any time.

This feature is mostly interesting when there is a high demand and the user does not wish to use waiting lists (blue entries) for many entries.

Resource alerts.png


Resource pricing scheme: Happy hours

Happy hour is a feature that allows to have the equipment available under a different pricing and availability policy for different resources. This is done in two different steps.

  1. Create one or several happy hour scenarios by entering Happy hour creation in your administration area.
    • As example, one type of equipment is free during weekend and another is cheaper overnight. In this case create 3 entries, one with 100% discount from hour 0 to hour 24 and starting on Saturday and ending on Sunday. The overnight one is divided in 2 entries, one from hour 20 to hour 24 from day Monday to Sunday and the second from hour 0 to hour 8 also from day Monday to Sunday.
  2. Next, go to Happy hour association in Datumo Administration Area and select the resource you want to apply for 1 or several scenarios.

On happy hour association it is possible to select if this happy hour is reflected on the maximum time allowed per week (if applicable). Maximum time allowed per week is defined in the Resources table (Last column, MAXHOURSWEEK). Note that if Maxhoursweek=0, there will be no restrictions.

Follow the links to learn how to create and associate happy hours.

Create happy hours

Associate happy hours


Create happy hours


Associate resources to happy hours


Assiduity stats

When logged, the assiduity will show users’ statistics upon clicking a calendar event, i.e., percentage of confirmed, deleted and unconfirmed entries for the current resource. Please note that this is an optional feature that can be deactivated in general configuration. It is used to raise the awareness of the space turnover and if there is a booking without respective usage. It can also be used to know the probability of a given user to delete entries for a given resource and decide whether it is worth creating a waiting list entry.

Assiduity.png

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