Close

Guide


Getting Started

Registration

Managing Company Settings

Creating Resources

Editing Resources

Deleting Resources

Creating Users

Editing User Settings

Deleting Users

Creating Events

Editing Events

Deleting Events

Views

Advanced Features

Integrating Your Company

Setting Your Company Logo

Map and Directions

Public Sign Up

Search

Send Email

User Types

Recommended Settings

FAQ

Future Features

System Requirements


Getting Started

The best way to get started with ScheduleFire is to use our Getting Started guide. This will tell you the bare minimum to get your schedule up and running. For more detailed information, use this guide.

Registration

Please see the Getting Started guide for a quick overview of the Registration process. To begin registration press the Register button on the menu bar. If this is not visible then you are logged in to somebody's account. This may be changed later as desired. Default view represents the view that new users will have by default. Users may change this view in their own settings. Day view is generally recommended if you are not sure. You may change this setting later. Allow Recurring Events should be checked if you would like users to be able to schedule events that repeat in a given interval. For example, a user may wish to schedule an event with a resource every Wednesday at noon. If you leave this box unchecked, users will not be given this option. Allow Reserve events should be checked if you would like to allow users to schedule an event "under" an existing event. The reserved event will not show up unless the existing event is canceled or changed to a different time. If you leave this box unchecked, users will not have the option to schedule a reserve event if there is a scheduling conflict. Maximum Resources should be set to the maximum number of resources that a user may schedule in a single event. Unlimited is generally recommended even if your company usually uses only one or two resources at a time. Increment represents the way time will be displayed and handled on your schedule. The smaller the increment, the larger your schedule will appear as it grows to hold a time spot for every interval of time. Generally it is best to select the largest increment that makes sense for your company. You may change this later with little effect to your schedule. Timezone represents the timezone that your schedule exists within. This does not affect your schedule in any way. Instead it is meant as a reference for your users so that they understand what timezone you work in. This feature does not check for a valid timezone. Open Hour and Close Hour represent the time that your company opens and closes, respectively. Your schedule will be open between these times. If you put 8 AM as your open time then your schedule will display with 8 AM as the first time available. The view will start at 8AM until users change it on an individual basis. Maximum Block Time represents the longest possible event time for your company. For example, if you would like users to schedule events that are only 1 hour long then input 1 hour here. If you expect your block times to be variable by situation then No Limit is recommended. Future Scheduling Limit indicates the number of days in the future that a user may schedule. Input the number 0 for unlimited. Unlimited (the number 0) is the recommended setting. The next settings pertain to you as a user. Input your Full Name in the Full Name section. This is how your name will be displayed to other users. Enter your desired username in the User Login Name section. This is the name you will log in with. It is important to note that User Login Name is the only setting that may NOT be changed later. Enter a password and confirm it. There are no limits on passwords but responsible security is strongly recommended. Clock Type determines whether times will be displayed on a 12 hour "AM/PM" clock or a 24 hour "military time" clock. Once all of this data is ready press submit and registration is complete. When registration is successful you will be automatically directed to the Getting Started page.

Managing Company Settings

To access your Company Settings press the Company button under the Manage menu. This will tell you your company status, including the number of active users, resources, and events. You may edit any of your settings by changing the value or selection and pressing the Edit button at the bottom. The Company Account "delete" button allows you to shut down your company. This will prevent all users from logging in except for Administrator Users. Any Administrator User may activate your account at any time by pressing the "Activate" link.

Creating Resources

To create a new resource click on the Resources button on the Manage menu. This will take you to the Resource Administrator screen. At the top of this screen press "Create New Resource". Enter a resource name of no more than 25 characters. Input a description for this resource. This description will be visible to users from the Day view. If your resource is also a user then select that user's name under the "This Resource is a user:" selection box. Otherwise select "No". This will allow that user to edit the resource that is tied to them. The color selection will change the color of the resource name as displayed on the schedule. This can be useful for organizing your resources. For Availability select the appropriate start and end times of availability for each day of the week. To mark a resource as unavailable on a given day select the same time for start and end. Press submit to create your new resource.

Editing Resources

To edit a resource click on the Resources button on the Manage menu. This will take you to the Resource Administrator screen. Find the resource that you would like to edit and press the "Edit" button on the right hand side. This will bring you to the Edit Resource screen where you may change the details of the desired resource. Once you are at this screen you may edit another resource by selecting it in the Resource Name selection box and then pressing the Select Resource button.

Deleting Resources

To delete a resource click on the Resources button on the Manage menu. This will take you to the Resource Administrator screen. Find the resource that you would like to delete and press the "Delete" button on the right hand side. You will be asked to confirm and then the resource will be deleted. Please note that resources are never really deleted. If you change your mind you may Activate the resource again by going to the Activate button where the Delete button used to be. A resource will be unavailable for scheduling when it is deleted, but all of its settings will be retained.

Creating Users

To create new user press the Users button under the Manage menu. This will take you to the Users Administration screen. Press "Create New User" at the top of the screen. When you reach the next menu input the new users Full Name. This may be up to 25 characters. Next input a username for this user. The username is the only setting that cannot be changed later by this user. Input a password for this user and confirm. This password may be changed later. Select the appropriate user type. For more information see the User Types section of this guide. View represents the view that the user will log into. This setting will default to the company default, so it should usually be left alone. For more information, see the Views section. Clock represents the choice between viewing time as a 12 hour "AM/PM" clock or a 24 hour "military time" clock. When you have made your selections press submit.

Editing User Settings

User settings may be edited by the user by pressing Settings on the Tools menu. Upon reaching the settings page, input all of the relevant information regarding the user. Press submit when ready.

Deleting Users

To delete a user press the Users button under the Manage menu. This will take you to the User Management view. From here simply locate the user that you wish to delete and press the Delete button on the right. You will need to confirm deletion. After a user has been deleted they will be unable to log in. If you choose to re-activate them later you may press the Activate button which is present where the delete button used to be. All user data is retained so that a user may be re-activated. Please note that events scheduled by the user will not be deleted. These must be deleted manually if desired.

Creating Events

Events may be created in several different ways. Administrators may create events from the Event Administrator page. It is best to create events from the Day view or Horizontal Day view. From there go to the event pane at the top of the page and enter the event details. Press submit to create the event. For more advanced options press the "Advanced Scheduling" link in the event pane. This will allow you to schedule more resources at one time. This will also give you access to recurring scheduling if your company uses it.

Editing Events

Administrators may edit events from the Event Administrator view, however, it is recommended that events be edited from the schedule, as it is simpler. Simply locate your event in either the Day view or the Horizontal Day view, and click on the user name. This will bring the event details into the event pane at the top. You will see an option labeled "Edit This Event". Click this option and it will take you to the Edit Event screen. This screen is similar to the Advanced Scheduling screen. All of the event's details will be filled in. Simply change the details that you wish to change and press Edit.

Deleting Events

An event may be deleted in several ways. Administrators may delete events from the Event button under the Manage menu. A simpler method is to find the event in the Day view and click on it. The event will be displayed at the top. Press Delete This Event and you will be asked to confirm. Deleted events may not be recovered.

Views

There are several views to choose from when using your schedule. The Day view provides a view of a single day's events for each resource. Times start at the top and increase to the bottom. The Horizontal Day view provides a different version of the day view. Times start at the left, and increase to the right. The Quick Day view provides a summary of the day. It shows all resources in one hour increments. A one hour block is shown as scheduled if there is any event that falls into that hour. No event details are given. The Week view shows an overview of the week including the number of scheduled events and their collective start and ending times for each resource each day. The Month view provides an overview of the entire month. It can be set to a specific resource or all resources and it shows the number of events as well as their collective start and ending times.

Advanced Features

Advanced Features are being added all the time. If you are looking for a specific feature send an email to webmaster@schedulefire.com or if you are logged in just press the Contact button. Let us know what features you use, what features you would like to see, and provide an email address if you would like a response.

Integrating Your Company

There are several ways to link ScheduleFire with your website to make the experience seamless for your customers. Firstly, if you choose to use public registration copy the public link out of your Company Settings on ScheduleFire. You can place that link on your site as a button or link to allow users to sign up. Furthermore, placing a link to schedulefire.com right on your website will help users to flow straight to your schedule. On ScheduleFire itself you should set up your company logo by pressing Company under the Manage menu. On the Company Logo Panel press Upload New Image. Then Browse for your file, and upload it. See Setting Your Company Logo for more details. Press "Back to Company Settings". On the Company Logo Panel you should now see your image. Press Switch to Image as Logo. Make sure your company web address is set as well.

Setting Your Company Logo

The company image system allows companies to use their logo in place of the ScheduleFire logo. Set up your company logo by pressing Company under the Manage menu. On the Company Logo Panel press Upload New Image. Then Browse for your file, and upload it.
There are several restrictions:
File Size must be less than 100KB
File must have a .png extension
Image will be scaled to 150 pixels width by 60 pixels height
The file size restriction allows us to offer this feature without overburdening the server. It is difficult to create an appropriately sized .png file that will exceed this. The .png restriction allows for transparencies over the ScheduleFire menu. This will create the best viewing experience. If you are having trouble dealing with file format please email webmaster@schedulefire.com and we will be glad to help you set this up. Finally, note that the image will be scaled to 150px by 60px. For the best quality, please make your logo at this size. That will prevent it from being stretched in unexpected ways. Press "Back to Company Settings" to return to the main settings page. On the Company Logo Panel you should now see your image. Press Switch to Image as Logo. Make sure your company web address is set as well. You may also use your company name instead of an image. Press Switch to Company Name as Logo to put this into effect.

Map and Directions

The map feature allows users to find directions to your location easily. It requires that your address be placed in the Company Address Panel on the Company Settings page. Go to Manage >> Company and set your address there. Some companies have resources spread out over several locations. Therefore, we have also added address fields to resources. Once setting your address for a resource or the company remember to check the box "Show Resource Location on Map" or "Show Company Location on Map", respectively. Also, "Show Map in Tools Menu" must be checked in order for the map to be available. Users also have address fields with two purposes. The first is to allow you to keep data on a user's address. Secondly, the user address will automatically load into the map "From" field and your company address will load into the "To" field when loading the map. The map is available under the Tools menu. To the right of the map is a list of resources(if other resource addresses are given). Clicking these will automatically fill the "To" field on the map.

Recurring Events

Recurring Events will allow you to create events that repeat over a given time interval. This feature is undergoing final testing. There will be an option to allow this feature or disable it.

Public Sign Up

The public sign-up feature, if activated, allows anybody to sign in to your schedule. You have an option in your company settings to turn this feature on or off. If you elect to use it you will be given a link to post on your website or give to your prospective clients in any way you wish. This link will lead them to the Public Sign Up and allow them to log in with limited(Client User) permissions. Please note that if you change your company name, your link will change. This is part of a security feature for your protection.

Search

The Search feature allows you to get printable lists of events in a given time period for given users and resources. It displays output in a regular ScheduleFire window but you may click printer-friendly version to get output on a plain white background. For more information, navigate to Search under the Tools menu and then navigate to Turn Help On under the Help menu.

Send Email

The Email system allows Administrator Users and Standard users to send out emails to all, or some, contacts within the company.

User Types

There are three basic types of users. Administrators Users are the highest level of users. It is recommended that you have at least a few of these types. They have access to every aspect of the schedule, the resources, and the users. If a user loses their password it can only be reset by an Administrator User. Generally this user type should be given only to the most trusted employees, and any IT staff. The Standard User type is generally recommended for most employees. Standard Users may not create or edit other users. They may not change any company settings. They may not create or edit resources. The only exception to this is if a resource is assigned to them. They can see who is scheduled for every resource. They may schedule other users and edit or delete other users' events. Client Users have the lowest level of access and generally represent customers or clients. Client Users may access the schedule and create events. They can see when a resource is scheduled, but they cannot see any details about the event unless it belongs to them. They may edit or delete only their own events. They may not send messages in the email system.

Recommended Settings

For most situations, a good setup will use all three user types. It is important to have a few Administrator Users, perhaps one for every 20 or 30 other users. This way there will always be someone available to reset passwords if needed. Employees should typically be Standard Users, as this gives them total access to the schedule, but does not allow them to change settings for the company. Customers and clients should be set as Client Users. This will allow them to access the schedule for themselves, but not to get details about other users' events.

FAQ

To see some frequently asked questions, and their answers please visit our FAQ.

Future Features

There are a number of additions planned for ScheduleFire. We have also added a number of features both by plan and by user request. As new features are added they will appear in the Version History.

System Requirements

ScheduleFire is designed to function properly under all popular web browsers. The recommended browser is Firefox.