This guide will show a new administrator how to set up Calpendo quickly, getting it running with basic functionality.

Resources

Start off by creating each of the bookable resources required, such as equipment and rooms etc. To do this go to Admin->Resource Editor and click on Resource. Then, for each resource to be created:

1.Click the Create button.

2.Give the new resource a name.

3.Leave the location as Please select a location. Locations can be added later.

4.Use one of the existing resource types even if they don't quite match what's needed. New resource types can be added later.

5.Specify whether a project is required to book the resource.

6.Leave everything else as default values.

7.Click the Save button to save your resource.

See Configuring Resources and Locations in the Calpendo documentation.

 

Once all the required resources have been created, they need to be added to the Show All bookmark so that the resources will appear in the calendar. Go to Admin->Bookmark Manager and:

1.Under System Bookmarks click the Show All bookmark.

2.Click the Edit button to go into edit mode.

3.Click the Choose Resources button.

4.Move all the resources from Available Resources to Selected Resources by selecting each one and clicking the right arrow.

5.When finished click OK.

6.Click the Save button.

See the Bookmark Manager chapter in the Calpendo documentation.

Projects

Go to Projects->Create Project and create a few projects. Information stored in a project may need to be changed by adding your own properties, but just use the defaults for now. Then for each project to be created:

1.Give each project a Project Code and a Name, and make sure to change the Status to Approved so that non-administrators can use the project for booking.

2.Go to the Project Resource Settings tab.

3.Click the Choose Resources button.

4.Move the resources that can be booked for this project from Available Resources to Selected Resources by selecting each one and clicking the right arrow.

5.When finished, click OK.

6.Click the Submit project request button.

See Creating Projects chapter in the Calpendo documentation.

Email

If Calpendo is hosted by Exprodo Software, then the email will already be configured. Otherwise, go to Admin->Global Preferences and configure the email tab as described in Global Preferences Email chapter in the Calpendo documentation.

Users

Any new users should be sent a link to the Calpendo Login page, and told to use the Register New User button to make a user request.

 

If email is set up correctly, the administrator should get an email telling them about each new user request. To approve a user, go to Admin->User Request and:

1.Click on the Login Name.

2.Set Status to Normal.

3.Set the Roles to be assigned to the user.

4.In the Projects tab at the bottom, click on Please Select a Project to add and select the projects to be added to this user. (A user needs to be associated with a project before they can use it to make a booking.)

5.Click the Save button.

See the The User Approval Process and The User Requests Page chapters in the Calpendo documentation.

 

If the users are going to be created by the administrator, go to User->Search and click the Create button to create a new user. Remember to allocate any projects to that user.

 

At least one user should be set up with the Admin role. It is advisable to leave the initial Admin and Root users alone as this allows Exprodo Software access to your Calpendo in the event of any problems. For more help read the Modifying Users chapter.

Next Steps

Once the above configuration is done, Calpendo will be ready for use.

 

Calpendo is now working, but many additional features and configuration options are available. To see what else could be configured, see the Before Going Live section of the Initial Configuration chapter in the Calpendo documentation.

 

It would also be advisable to read through the Calpendo Users Guide chapters on the Bookings Calendar in order to get a full understanding on how the calendar works and the chapters on The Booking Approval Process and The Booking Request Page in the Calpendo documentation in order to understand how to approve bookings.

 

If there are any questions, please email support@exprodo.com.