LibCal Beyond the Library

If you're adding hundreds of Spaces and thousands of Seats, clicking the 'Add New' button 1,000+ times is not appealing. 

Well, have no fear, we have import templates that will streamline the process. 

What You Must Create Before Importing

1. Locations (Required) - You must define all locations prior to importing.
2. Categories (Required) - Create all categories (types of Spaces/Seats) prior to importing. 
3. Zones (Optional) - Zones can be defined before or after import. 

Import Templates and Instructions

Step 1: Download the Templates

There are 2 files you will need to download, fill out, and return: one for Spaces and one for Seats.

Step 2: Fill in the Templates

• One set of Templates per LibCal System.
• If you're importing Spaces & Seats into multiple LibCal systems, you'll need to fill out a set of Templates per LibCal system.

Spaces Import Template

• There are five fields that are required to contain content. All other fields are optional and can be left blank.
  1. Location - Name of Location
     • Must match name of location exactly in your LibCal > Admin > Spaces Setup
  2. Category - Name of Category in above Location
     • Must match name of category exactly.
  3. Space Name - If two spaces have the same name, enter in Space ID. 
  4. Type (B/C) - Bookable Space or Container Space 
     • B = Space is Bookable as a whole. I.e. does the student book the entire Space?
     • C = Space is a Container space that contains Seats. I.e. does the student book an individual Seat within that Space?
  5. Active/Inactive - Is the Space Active (able to be reserved) or Inactive (removed from reservation grid). 
     • A = Active
     • I = Inactive
• If Type C (Container) is Selected for a Space:
  • Leave the Current & Maximum Capacity Fields empty. 
    • Current and Maximum capacity of Container Spaces will be determined on the Seats Import Template.
  • Inactive - Marking a Container Space (Type = C) inactive (I) will make all Seats imported into that Space inactive by default.
• Accessible - Is that Space considered an 'accessible' Space? I.e. does it have wheelchair-accessible tables/chairs, special technology on computers, etc?
  • A = Accessible
  • Leave blank for Inaccessible
  • Important Note: Marking a Container Space (Type C) as accessible will NOT mark all Seats within that Space as accessible. Designating Seat accessibility needs to be done on a Seat-by-Seat basis on the Seats Import Template below.

Seats Import Template

• Fill in the relevant fields for your Seats. 
  • Reminder: Seats live within Spaces where Space is set to Type C (Container Space)
• There are four fields that are required to contain content. All other fields are optional and can be left blank.
  1. Space Name - The name of the Space where the Seat will live. Name of Space must match exactly in your LibCal > Admin > Spaces.
  2. Seat Name - Name or Number assigned to Seat.
     1. If adding more than 10 Seats to a Space, use 01, 02, 03 numbering convention.
     2. If adding more than 100 Seats to a space use 001, 002, 003 numbering convention.
  3. Active/Inactive - which Seats are active (made available to students for reserving) vs. ones that will be inactive (not made available to students for reserving)
     • A = Active
     • I = Inactive
  4. Accessible - Do specific Seats contain accessible software, hardware, or furniture (i.e. wheelchair accessible table)?
     • A = Accessible
     • Leave blank for Inaccessible