Facility Scheduler - our online calendar program
Church and Sunday School members can create their facility requests online, using Access ACS. Follow this link if you already have an Access ACS login, or click here if you need instructions on using Access ACS.
Once you have logged in to Access ACS, click on Calendar for your first look at our colorful new calendar. It will open in a month view, which can be changed to week or day view, and you can also view upcoming months. When you click on an event, you'll be able to see more details about it.
If you want to see only the calendar for a particular ministry area, ex. Children, unclick all the other boxes including Show Published Events, and then click Go. You should only see events on the Children's calendar listed.
To begin a new Facility Request, click on Add Event.
For Event Type, you must click on Select All Events - Vista Grande Baptist Church (the second choice). DO NOT use the Standard Event default.
Begin filling in the event details.
Event Name and Calendar are required fields. Available calendars are:
- Adult
- Children
- Community (ex. Scouts, D49 meetings, polling place)
- Main Calendar
- Singles
- Student
- Worship
If in doubt, select the main calendar and Cheryl Rollow will correct as needed.
If this is a recurring event, click the radio button for yes. You can set a daily, weekly or monthly recurrence pattern, using a date range or # of occurrences. You will have the opportunity to preview the recurring calendar and make exceptions for dates (ex. Holidays).
Image and Description: If you have a logo, or a drawing of your room setup, you may upload that image. Use the Description box for any comments, questions or room set up details that you have.
Location Requests: Click the Add Location button. From the popup box, you'll select your Location Category first (lower level, main level, off site, outdoors) and then your room number and click OK.
All Events Details: Complete the required fields for name, e-mail and phone number. This is also where you’ll indicate if childcare, sound or video support is needed.
Resource Request: You'll have 3 drop down menus. For Resource Type, choose Item. Resource Categories include AV, Equipment, Information (booths & bulletin inserts), Kitchen and Transportation. The page will refresh based on the options you chose. You'll also have an opportunity to set quantity (ex. tables or chairs).
After you have all the resources that you need, click Save.
I've submitted my request. What happens next?
Your event request will automatically be sent to Cheryl. She will review events daily, and if the event meets our guidelines, she will give preliminary approval. You may log in the following day and your event will now be listed on the calendar with a green striped box next to it.
All requests will be reviewed once a week on Tuesday during our staff meeting. Following that meeting, confirmed events will be displayed without any stripes and you will receive a confirmation by e-mail.
Please note: the contact information you provide is only available to members viewing the Access ACS calendar, not the public web calendar. Events will not appear in the public web calendar until they reach the final "confirmed" stage (no striped box).
