Events

• Reserve a resource (i.e. Ghent Video Conferencing Station) on GraceLink
• Add event/resource/room to your Outlook Calendar
• Add GraceLink - Personal Calendar to Outlook

Reserve a resource (i.e. Ghent Video Conferencing Station) on GraceLink

This article will walk you through how to reserve different resources for your event. The example we will be reserving here is the Bath Campus Ghent Mondopad (also known as the Zoom/Video Conferencing Station).

If you don't have access to reserve rooms or resources, please ask Allan to give you privilege's. 

If you start at the home page of GraceLink, ensure that you are under Grace Ohio - Bath at the top left of the page (since we want to reserve the Ghent Mondopad  at a Bath site we need to have Grace Ohio - Bath as our selected campus). If it is not you need to click on the drop down arrow to select your campus. Once checked, click on Events. 

The calendar will show up for your selected campus. In our example, Grace College occurs on Tuesday nights seven times and needs the station for each meeting. To reserve for this event, we find the corresponding event in the calendar and open it up by clicking on it.

This brings up some basic info of the event in a pop up window. Next we click on Manage Event.

Click on the Rooms & Resources tab and click on the Request Rooms & Resources button. 

This brings up another window that lets you drag in rooms and resources that you want associated with your event. We have our rooms already added at the Bath Ghent Rd Student Center, so we just need to add the Mondopad resource. To do this, in the right column ensure we have Grace Ohio - Bath campus selected, then we click on the Resources button, scroll down until you find A/V Equipment, open the drop list for that and drag the Ghent Video Conf. 01 rectangle into the appropriate room.

If you might be moving it around, you can also add it as an Additional Resource and not a specific room. In this example I opted to place it in the Student Center Auditorium.

Hit Save and GraceLink will submit a request to IT/Cerina for the Mondopad to be reserved!

Add event/resource/room to your Outlook Calendar

This article will walk you through how to add GraceLink calendar events/appointments to your work Outlook Calendar. You are able to find and add the schedule for Church Wide events, and reservations for rooms and resources.

If you start at the home page of GraceLink, ensure that you are under the correct campus that your event is related to. If it is not you need to click on the drop down arrow to select your campus. Once checked, click on Events.

Church Wide Calendar

On the events page, Click on the calendar tab. This brings you to a month calendar view of the events going on. If you scroll to the bottom of the page, you will see a hyperlink that will let you subscribe to the calendar. Click on it, and Outlook will try to add the GraceLink church-wide calendar.

This will add the calendar under your Other Calendar calendar group (by default). Of course you can organize this to however you want it.

Rooms and Resources

On the events page, click on the Room and Resources tab. If you are looking for a room, click on Room. This brings up all the rooms at your selected Campus. If you are looking for a particular resource click on Resources. This brings up all the rooms at your selected Campus. Click on the specific room/resource you are looking for, and on the next page that loads up click on the Actions dropdown menu and click on Subscribe to this resource's calendar.

Outlook will try to add the GraceLink calendar.

This will add the calendar under your Other Calendar calendar group (by default). Of course you can organize this to however you want it.

Add GraceLink - Personal Calendar to Outlook

By looking in GraceLink, you can easily access to all the events that are relevant to you, your GraceLink groups and ministries by going to the Calendar page. Under your campus, open up Events. Under the Calendar tab, mouse down to the drop down menu on the right side and expand it to select Personal Calendar.

The calendar will reload and you will be able to see events related to you.

 

You also have the option to look at the Campus-wide Calendar, or, if you have privileges, the Administrative Calendar and view either the Admin Campus-wide, Admin Public, Admin Facilities, or All Events Admin Calendars. These may include other events ontop of the "Personal - Your Calendar".

We can also add a calendar ICS of this directly to Outlook. Below the calendar you have the option to click to to "Subscribe to my calendar"

Once you allow Outlook to open, this will come up

You may want to open Advanced settings to change a few preference related settings, like naming the calendar in Outlook. By default it will name the calendar: Personal Calendar for Full Name . Here I rename it to Personal GraceLink Calendar to help me recognize it is an internet calendar from Gracelink. I also personally checked Download attachments for items in this Internet Calendar incase there are attachments I want to look at.

Hit Okay and Ok. Now it will show up as an individual Calendar under Other Calendars  group in Outlook!