Venues

Introduction

A Venue is a defined place, such as a training room. It is usually linked to a Location, which is a physical place where there may be more than one Venue. Thus, one Location can be linked to multiple Venues.

In the CLS face to face training is provided through Sessions. In most circumstances, Sessions are assigned a Venue and the Venue is linked to a Location, see Add Session for details. In order to provide maps and location instructions to Session attendees, the Venue must be linked to a Location that has been defined with a physical address.

There are a number of ways to set up Venues and Locations:

• Create a Venue and create or edit its Location on the same screen.
• Create a Location, then create a Venue and link it to the Location.
• Import Venues and Locations using a spreadsheet.
• Use the QuickAdd Venue feature when you are creating a Session. You can also create a Location at the same screen if required.

Manage Venues

To manage Venues navigate to Settings > Venues.

Delete a Venue

To delete a Venue select Settings > Venues and find the Venue name.

Click the check box at the left of the Venue and click Delete.

Add a Venue

To add a Venue select Settings > Venues > Add Venue.

1. Enter the Name of the Venue
2. Enter its Capacity i.e. the number of people that it can hold.

3. To select an existing Location for this Venue, click and select it from the drop-down list. Note that after you have done this, the option at 4 changes and you can edit the Location at the same screen by clicking Edit location now.

4. To create a new Location in this screen click Create location now. This will open a blank Location form where you can enter the details, see Create/Edit location now.
5. Click Save Venue

Create or Edit Location Now

This form allows you to create a new Location or edit an existing one. You reach it from within the creation or editing of a Venue.

The first three fields must be filled in. Address details are essential if you want map and location details to be available for a Session at this Location.

1. Enter or Edit its Name
2. Enter or Edit the Identifier
3. Enter or Edit a Description
4. Enter or Edit the Address details and other information as required.
5. You can click Cancel location create or Cancel location edit if you do not want to proceed with creating/editing this Location.

Cancelling the creation of a Location will remove the name of the new Location from the Venue’s Location box.

Cancelling Location edit will leave the Location unchanged.

Click Save Venue. This will also save the created/edited Location.

Inspect Venue Details

To inspect a Venue’s details navigate to Settings > Venue and click the name of the Venue.

The details screen shows:

• Venue Name
• Capacity
• Location identifier (if a Location has been linked to the Venue)
• Location address (if it exists)

Edit a Venue

To edit a Venue navigate to Settings > Venues and click the desired Venue. Click Edit Venue from its details screen.

1. You can change its Name
2. You can add or edit its Capacity.
3. You can change the Location linked to the Venue by selecting another Location from the drop-down list or by clicking X to delete the current link to a Location.
4. If you have no linked Location you can click Create location now to create a new Location and link it to this Venue.

If you already have a linked Location, this button becomes Edit location now and allows you to edit the Location’s details on this screen.

5. Click Save Venue when edits have been completed.

Note that clicking Save Venue also saves any changes to the Location too.

Import Venues and Locations

You can add new Venues and Locations using a batch import process. This speeds up data entry and makes it easier to use information stored in another database or system. The batch import process uses a spreadsheet file that must follow the format of the template provided.

Note that in an import you can create new Venues:

• without a Location,
• with a new Location, or
• with an existing Location.

However, you cannot create a new Location without a Venue.

To import Venue and Location data navigate to Settings > Venues and select Import Venues.

The next screen allows you to download the spreadsheet template, customise it and upload it into the CLS.

1. Click Template to download the template for the import and either enter the required data or format your own spreadsheet data appropriately.
2. Enter an email address. This address will be sent a summary of the import process using standard import entity email format. Any exceptions or validation errors will be shown in the email.
3. Browse to select your spreadsheet file.
4. Click Import and email result.

In the next screen you can preview the import result by clicking View Import Log and then clicking the close box on the top right hand corner of the log details popup.

If you click Back the import will not proceed.

You will receive formal notification at the email address that you entered (2) when the import has been fully completed.

Venue Import Template

The second page of the template shows the column headings (which can be in any order) and the data that you can enter for each one. Note that Venues cannot be assigned custom attributes.

The first page of the spreadsheet gives sample data for a Venue and its Location.

Notes

• If a Venue is matched by name to an existing Venue in the CLS then that Venue will be updated with the data in the spreadsheet.
• If a Venue is not matched by name to an existing Venue in the CLS a new Venue will be created.

• If a Venue is specified where the Location Identifier matches an existing location in the CLS then the existing Location will be updated with any details from the spreadsheet and also linked to this Venue if this is not already the case.
• If a Venue is specified where the Location Identifier matches an existing location in the CLS and no other location data is given then the location will be linked to the Venue if this is not already the case. If the location is not in the CLS, then an error message will be created.

• If a Venue is specified where the Location Identifier does not match an existing location in the CLS then the Location will be created with the details from the spreadsheet and linked to the Venue. However, note the next point:
• If a Location is being added or edited through this import you must enter its Location Identifier, Location Name and Location Description. The upload will fail if this is not the case.
• If a Venue is specified where the Location Identifier matches a Location already encountered in a previous row of the spreadsheet (and hence, already created) then the Location previously defined in the earlier row will be linked to this Venue.
• There is an import limit of 5000 rows at a time.