Events and Bookings - Schedule Orientation

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Distribution

Chief Human Resource Officer

UVA HRMS Benefits Specialist

UVA HRMS Benefits Counselor

UVA HRMS Staffing Specialist

UVA HRMS Staffing Manager

UVA HRMS Records Specialist

UVA HRMS Records Manager

Related Procedures

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

You may schedule events for employees and applicants using two methods. Choose one of the following options, then follow the directions in either the Option 1: People Form or Option 2: Event Bookings Form sections of this document.

Option 1: People Form You may schedule events for a person while viewing from the person's record in the People database. Using this method, you may schedule an applicant or employee for one or more events, but you may only schedule events for one person at a time.
Option 2: Event Bookings Form You may schedule an event for a person directly from the Event Bookings form. Using this method, you may schedule many different applicants or employees at one time, and you may view the full list of attendees for an event.

Option 1: People Form

IS HRMS
N ® People Enter & Maintain
Decision

Date Tracking

1. If the current effective date is the date you wish to use, click on the [No] button. If not, click on the [Yes] button, enter the date you wish to use in the Effective Date field, and click on [OK].

Finding an Existing Person

2. Enter all or part of the person's last name in the Full Name field, using the wildcard character (%) as desired, to restrict your search.

3. Click on the [Find] button.

4. If the person is found in the database compare the first name, last name, social security number, or other known information with that in the database to ensure that it is the correct person.

Schedule an Orientation

5. Click on the [Others...] button.

6. Select Bookings and click the [OK] button.

7. Complete the following field:

Type: Use the list of values to schedule the event. There may be multiple occurrences of events on different dates. Be sure to select the type of event on the appropriate date.

8. Repeat for all events you wish to schedule for this person.

9. Save your work.

10. Close all forms and return to the Navigator.

Option 2: Event Bookings Form

IS HRMS
N ® Event Bookings
Event Bookings

Finding an Existing Event

11. From the View menu, select Query by Example ® Enter.

12. Enter the search criteria. Use the Type field if you know the event type, or other fields such as Date Start and Time Start.

13. From the View menu, select Query by Example ® Run.

14. If there is more than one record found, place your cursor in the Type field and use the down arrow on the keyboard to locate the event date and time you are looking for.

Schedule Participants for an Event

15. Complete the following field in a blank line in the Bookings region of the form. If no blank lines are available, click the New Record icon on the toolbar.

Name: Use the list of values to select the name of the applicant or employee.

16. Repeat for all applicants or employees you wish to schedule for this event.

17. Save your changes.

18. Close all forms and return to the Navigator.

Effective: 05/18/05

Revision: 2 wss2d

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