Agendo 2.0: Initial setup

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Please follow the key steps list below to start setting up Agendo in your facility. Notwithstanding, any doubt can be placed in our helpdesk system [ ]


New user registration

  1. Go to your institute's Agendo.
  2. Press new user. A new window will pop up on the screen.
  3. Fill out the information. All fields are mandatory.
  4. To complete the registration, a user needs to request permission to use a resource or to request a product.
  5. Enter a resource/product name in the corresponding field (an autocomplete tool will help you to enter the resource name. Click the lamp icon to view the available options).
  6. Read Agendo Terms of Use and tick the corresponding box.
  7. Press Register to submit the form.

Setup 3.png

Once the form is completed, a notification is sent to the resource (either equipment, product or service) manager via email . Your registration is put on hold until the account is verified and accepted by the resource manager. As resource manager, you will be able to approve every new user request. A notification is sent by email and will be displayed in your Agendo personal area, as shown below.

Setup 4.png

If the request is approved, an email is sent to the requesting user with the log in credentials.

New resource

  1. Log in to your Agendo account and enter your personal area.
  2. In the personal area, click on the Resources link, as shown in the image below.
    Setup 1.png
  3. A list of all resources is displayed. By default, your database is created with a Demo Resource.
  4. Press New to create a new resource.
    Setup 2.png
  5. A new window is displayed showing all the resource settings. See below a list with detailed information of each parameter.
  6. Enter all the relevant information and press Create resource.
  7. When the resource is created, the Fields, Prices and Similar resources tabs become unlocked.
  • Fields - Resource options to be filled out by the user upon scheduling the resource. How to create resource fields?
  • Prices - Sets resource prices for different types of users (internal, campus, academic or commercial). You can also set happy hour discounts.
  • Similar resources - Define resources that users can schedule as alternatives.

Resource identification name
Type of resource (e.g. Widefield Microscope, Confocal, Flow Cytometer...)
The facility the resource belongs to
  • Inactive: Resource is not available for scheduling and not considered for billing or statistics
  • Invisible: Resource is not available for scheduling but is considered for billing and statistics
  • Pre-reservation with admin confirmation: Users can schedule the equipment but the booking is confirmed by the resource administrator
  • Pre-reservation with user confirmation: Booking is confirmed automatically with machine login. We use a third party software (pGina) as an interface between your machine and Agendo
  • Regular reservation: No usage confirmation needed
  • Multisample: Resource can include multiple items in a single booking (e.g. sequencing instruments)
Computer name
Name of the computer to which the resource is connected to (for real usage tracking only)
User responsible for the resource
Extra info
Any type of information related to the resource e.g. Room number, Emergency contact, etc...
Start time
In hours, starting time of day for reservations (from 0 to 23).
End time
In hours, last hour of the day for reservation (from 1 to 24). Must be greater than the start time.
Slot resolution
In minutes, sets the time duration of each slot.
Scheduling tolerance
In days, sets the maximum number of days a user can reserve ahead.
Confirm tolerance
In hours, sets the tolerance before and after the reservation time to confirm presence or equipment usage.
Delete tolerance
In hours, it is the minimum time to delete an entry before it starts.
Maximum number of hours per day
Maximum number of hours that a user or a group can book per day. Set 0 for no restrictions.
Maximum number of hours per week
Maximum number of hours that a user or a group can book per week. Set 0 for no restrictions.
Account usage during happy hour
If the resource is booked during a happy hour, the usage time is (not) accounted for during this period - for usage restriction purposes only.
Accumulate booking time by user/group
Sets daily/weekly usage restrictions by user or group
Restrict booking if maximum if exceeded
If checked, users will not be able to book if the maximum number of hours per day/week is exceeded.
Default view
Calendar view by default: day, week or month.
External link containing extra resource information
Image of the resource (Maximum size: 100kb; Allowed extensions: png, jpg, gif)
Resource identification in the personal calendar

Permissions to book a resource

Once you receive Agendo credentials in your email, you are able to request permission to use different resources.

  1. Go to your institute's Agendo and log in.
  2. Press New permission, located on the top right corner of the screen.
  3. A new window will be displayed (see the image below)
  4. Enter the name of the resource you want to use in the corresponding field.
  5. If you wish, you can enter a comment to the resource manager.
  6. Press Submit to complete your request.

Once the form is completed, a notification is sent to the resource manager for approval/rejection.

Setup 5.png

Approving permissions to book a resource

When a user requests permission to use one of your resources, you will receive a notification via email. To accept a permission, proceed as follows:

  1. Go to your institute's Agendo and log in to your personal area.
  2. A notification that you have pending requests is displayed at the top of the page in green.
  3. Click the notification to view the requests.
  4. A pop up window will be displayed with all pending requests for your resources.
  5. You can choose to approve or reject each request - a notification is sent to the user upon approval/rejection.

Setup 6.png

Permissions to book a resource (no user requests)

As resource manager, you can also give permissions to a user without a request. To do so, proceed as follows.

  1. Go to your institute's Agendo and log in to your personal area.
  2. Click the Resource permissions link, as demonstrated in the image below.
    Setup 7.png
  3. Search for the user profile using the available fields.
  4. A list of users matching your search options will be available on the right (see the image below).
    Setup 8.png
  5. Double-click the user you wish to give permissions to.
  6. A pop-up with the user's permissions will be displayed.
    Setup 9.png
  7. You can either change any existing permissions or create a new permission by pressing the New permission button.

Permissions to multiple users

As resource manager, you can give permissions to multiple users to any of your resources simultaneously.

  1. Go to your institute's Agendo and log in to your personal area.
  2. Click the Resource permissions link. A pop-up window will appear (see the image below).
  3. Press the New permission button.
  4. In the first field, select a group of users to give permissions.
  5. In the second field, select the resources. In both cases you can use the embedded filter to narrow down the list of users/resources.
  6. Select the permissions you want to attribute to this group of users.
  7. Press Save changes to create the permissions. Each user from the list will receive a notification. You can also send these users a message by filling the corresponding box.

Setup 10.png

Personal tools