CadmiumCD Logistics Scheduler

1. Logistics
Scheduler
www.CadmiumCD.com
info@CadmiumCD.com
410.638.9239

2. The Logistics Scheduler:
The Logistics Scheduler provides a mechanism for both assigning presentations to a
specific room, as well as assigning their date and time slots, if not already done. If dates
and times have already been assigned, then it can just be used for room assignments. It
also provides a multitude of inputs for helping with this scheduling, as well as the means
of checking or not checking for certain types of conflicts.

3. Primary Features
Preconfiguration of all buildings and rooms, with rooms having associated
supported seating configurations and capacities in those configurations.
Preconfiguration of dates and time slots for easy selections during scheduling, but
the ability to customize the time slot on-the-fly, as necessary.
Seating configuration and room capacity/attendance estimates can be used to
filter available rooms, or can be disregarded.
All presentations within a session can be scheduled to the same room when the
session is scheduled.
Presenter conflicts can be immediately detected and prevent double-booking.
They can also be permitted, as necessary.
The double-booking of rooms can be prevented.
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4. Attendance and Room
Configuration

5. The following parameters can be used to filter room ability, but are not required:
- An expected attendance number, or a min-max expected attendance range
- The preferred seating arrangement for the presentation
These parameters can be set at the time of scheduling, or they can be pulled in from
worksheet fields. The worksheet fields may have been set by data migrated from the
Scorecard, or they could have set by an administrator prepopulating the data in the
worksheet.
If migrated from the Scorecard, the submitter may have been asked for the desired
seating configuration and estimated attendance numbers. There are also note fields
where an administrator could put additional comments such as, “This attendance
estimate is very optimistic. It was half this last year.”

6. Additional
Informational
Fields

7. The following optional information fields can be seen by the administrator doing the
scheduling. These fields can be found in the Logistics Worksheet, and can either be
migrated from the Scorecard or populated in the worksheet by an administrator.
- Three preferred dates and times (usually provided by submitters in the Scorecard)
- Extra chairs required
- Function type
- Four different notes or comments fields accessible by icons that can provide additional input on
scheduling, seating arrangements, attendance or general comments coming from the speakers or
the administrators.

8. Detect Room and
Presenter Conflicts

9. By default, the scheduler will not show rooms that are already booked for a given date/time. This
can be disabled during scheduling to see all rooms that meet the presentation’s scheduling criteria
whether they’re booked or not. This might be necessary if adjustments need to be made in room
assignments.
Also by default, the scheduler will immediately flag presenter conflicts and prevent double-booking.
This can also be turned off as need be.
The conflict options are both checkboxes on the Scheduler. They will both default to not allowing
conflicts for every presentation being scheduled, and must be explicitly checked to allow for
conflicts.

10. With Room Conflicts enabled, you will simply not see those rooms as selectable
options in the scheduler. With the Presenter Conflicts feature enabled, as soon as
you select a date and time for the presentation, if a presenter conflict exists, you will
immediately get a pop-up as shown below. It will indicate the unique Presentation ID
of the other presentation involved in the conflict, as well as the presenter involved.

11. Scheduling
Sessions

12. The Logistics Scheduler supports the concurrent room assignment of all
presentations within a session when the session is scheduled. This time-
saving feature eliminates the need of scheduling each presentation individually.
Here is a before-shot of what a session with three presentations looks like in the
logistics worksheet before assigning them to a room:

13. When you click on the session container (with Build Code M) to schedule it and
its presentations, the scheduler will default to selecting the already configured
session date and time. You will check the “Schedule All presentations for this
session” box to schedule the presentations with it.

14. After selecting the “Grand Ballroom” room for assignment, all the presentations
will be assigned to the Grand Ballroom along with the session container as you
can see in the worksheet screenshot below.

15. Questions?
www.CadmiumCD.com
info@CadmiumCD.com
410.638.9239