Facilities Team Setup Report
I got a lot of requests for a calendar report that only prints the info needed for the Facilities team for setup. This report was contracted by Calvary Church of Santa Ana in Santa Ana, CA. And they were thrilled to let me share it here! Setup: You need two yes/no questions for each room. 1. A lockup Question. The default is "Room Unlock + Relock Needed" 2. A Setup Question. The default is "Room Setup Needed" You can change these default questions at the top of the report, but you do need both of them for the report to work. If either question is marked yes then that event will be displayed on the report. Type any additional instructions/notes that facilities team needs in the "Notes" section for that room when you are adding the event, and those notes will be displayed if the setup question is marked yes. Thanks again to Robert Carter at Calvary Church of Santa Ana for making this available to churches all over the world!
Preview
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<!-- Report Configuration ========================== -->
{% comment %}You need two questions on each room for this report to work properly. One question for Lockup/Lock,{% endcomment %}
{% comment %}and one question for Room Setup. Set the exact text of those questions below.{% endcomment %}
{% assign lockup_question = "Room Unlock + Relock Needed" %}
{% assign setup_question = "Room Setup Needed" %}
{% comment %}This setting determins if each event should be on it's own page or if you just want all events to print in as little space as possible.{% endcomment %}
{% assign new_page_per_event = false %}
<!-- @end Report Configuration ========================== -->
<!DOCTYPE html>
<html>
<head>
<title>{{ report.organization_name }} Facility Sheet</title>
<link rel="stylesheet" type="text/css" media="all" href="{{ report.stylesheet_href }}">
<style>
#logo {
float: right;
width: 100px;
height: auto;
}
#report-title {
float: right;
}
#org-name {
float: left;
}
</style>
</head>
<body>
<div class="report-wrapper">
{% if report.org_twenty_four_hour_time? %}
{% assign time_format = "%H:%M" %}
{% else %}
{% assign time_format = "%-I:%M%P" %}
{% endif %}
{% if report.org_day_month_dates? %}
{% assign date_format = "%d/%m/%Y" %}
{% else %}
{% assign date_format = "%m/%d/%Y" %}
{% endif %}
{% for day in days %}
{% capture day_name %}{{ day.date | date: '%A, %B %-d, %Y' }}{% endcapture %}
{% if day.instances.size != 0 %}
{% assign multiple_events = false %}
{% if day.instances.size > 1 %}
{% assign multiple_events = true %}
{% endif %}
{% for instance in day.instances %}
{% if instance.reservation.room_requests.size > 0 %}
{% assign room_setup_needed = false %}
{% assign room_lock_needed = false %}
{% for request in instance.reservation.complex_room_requests %}
{% if request.answers.size > 0 %}
{% for answer in request.answers %}
{% if answer.question == setup_question and answer.answer == "Yes" %}
{% assign room_setup_needed = true %}
{% endif %}
{% if answer.question == lock_question and answer.answer == "Yes" %}
{% assign room_lock_needed = true %}
{% endif %}
{% endfor %}
{% endif %}
{% endfor %}
{% if room_setup_needed or room_lock_needed %}
<div class="level-1">
<h3 id="report-title">Facilities Team - Setup Sheet</h3><br>
<img src="{{ report.organization_logo_url }}" width="100" id="logo"><br>
<div class="level-2 block">
<h2>{{ day_name }}</h2>
<ul>
<li class="gutter-bottom-large gutter-top-medium">
{% capture starts_at_day_name %}{{ instance.starts_at | date: '%A, %B %-d, %Y' }}{% endcapture %}
{% capture ends_at_day_name %}{{ instance.ends_at | date: '%A, %B %-d, %Y' }}{% endcapture %}
<!-- ===== Date Heading ========================== -->
<h3 class="header-medium gutter-bottom-small">
{% if instance.reservation.all_day_event? %}
All-day
{% elsif starts_at_day_name == day_name %}
{% if ends_at_day_name == day_name %}
{{ instance.starts_at | date: time_format | downcase }} - {{ instance.ends_at | date: time_format | downcase }}
{% else %}
Today, {{ instance.starts_at | date: time_format | downcase }} - {{ instance.ends_at | date: date_format }} ({{ instance.ends_at | date: time_format | downcase }})
{% endif %}
{% else %}
{% if ends_at_day_name == day_name %}
{{ instance.starts_at | date: date_format }} ({{ instance.starts_at | date: time_format | downcase }}) - Today, {{ instance.ends_at | date: time_format | downcase }}
{% else %}
{{ instance.starts_at | date: date_format }} ({{ instance.starts_at | date: time_format | downcase }}) - {{ instance.ends_at | date: date_format }} ({{ instance.ends_at | date: time_format | downcase }})
{% endif %}
{% endif %}
{% if instance.event.name != 0 %}
{{ instance.event.name }} <span
class="status {{ instance.event.approval_status }}">{{ instance.event.approval_status }}</span>
{% endif %}
</h3>
<!-- @end Date Heading ========================== -->
<!-- ===== Day Meta Info ========================== -->
<ul class="container-naked gutter-bottom-medium">
{% if instance.event.name != blank %}
{% if instance.event.owner %}
<li>
<strong>Owner:</strong> {{ instance.event.owner.name }}
</li>
{% endif %}
{% if instance.event.notes != blank %}
<li><strong>Notes:</strong></li>
<li style="white-space: pre-wrap;">{{ instance.event.notes }}</li>
{% endif %}
{% if instance.event.summary != blank %}
<li><strong>Summary:</strong></li>
<li style="white-space: pre-wrap;">
<em>{{ instance.event.summary }}</em></li>
{% endif %}
{% endif %}
{% if instance.reservation.location != blank %}
<li>
<strong>Location:</strong> {{ instance.reservation.location }}
</li>
{% endif %}
</ul>
<!-- @end Day Meta Info ========================== -->
<!-- ===== Event Schedule ========================== -->
{% unless instance.reservation.all_day_event? %}
<div class="level-3">
<h3 class="bg-soft header-medium gutter-bottom-small">
Event Schedule</h3>
{% if instance.event_times.size > 0 %}
<ul>
{% for event_time in instance.event_times %}
<li class="divider-soft pad-left item">
<strong>{{ event_time.starts_at | date: time_format | downcase }}
-{{ event_time.ends_at | date: time_format | downcase }}
:</strong> {{ event_time.name }}
</li>
{% endfor %}
</ul>
{% else %}
<p class="pad-left soft">(No event times
defined.)</p>
{% endif %}
</div>
{% endunless %}
<!-- @end Event Schedule ========================== -->
<!-- ===== Event Rooms ========================== -->
<div class="level-3">
<h3 class="bg-soft header-medium gutter-bottom-small">
Rooms</h3>
<ul>
{% for request in instance.reservation.simple_room_requests %}
<li class="gutter-bottom-small pad-left item item--inline">
<div class="gutter-bottom-small">
<span class="header-small txt-underline item-title">{{ request.room.name }}</span>
<span class="status {{ request.approval_status }}">{{ request.approval_status }}</span>
</div>
</li>
{% endfor %}
{% for request in instance.reservation.complex_room_requests %}
<li class="gutter-bottom-small pad-left item">
<div class="gutter-bottom-small">
<span class="header-small txt-underline item-title">{{ request.room.name }}</span>
<span class="status {{ request.approval_status }}">{{ request.approval_status }}</span>
</div>
<div class="level-3">
{% if request.room_setup %}
<div>
<strong>Setup:</strong> {{ request.room_setup.name }}
{% if request.room_setup.description != blank %}
— {{ request.room_setup.description }}
{% endif %}
</div>
{% endif %}
{% if request.answers.size > 0 %}
{% assign no_answer = false %}
{% for answer in request.answers %}
{% if answer.section_header? %}
{% if no_answer %}
<p class="question-description">None</p>
{% endif %}
<div>
<strong>{{ answer.label }}:</strong>
<p class="question-description">{{ answer.description }}</p>
</div>
{% assign no_answer = true %}
{% else %}
{% unless answer.answer == "No" or answer.answer == "(Unanswered)" %}
<div class="divider-soft">
<strong>{{ answer.question }}</strong>
— {{ answer.answer }}
</div>
{% assign no_answer = false %}
{% endunless %}
{% endif %}
{% endfor %}
{% endif %}
{% if request.notes != blank %}
<div>
<strong>Additional
notes:</strong> {{ request.notes }}
</div>
{% endif %}
<!-- ===== Resources for Rooms ========================== -->
{% if request.resource_requests.size > 0 %}
<h4 class="bg-soft header-medium gutter-bottom-small">
Resources for this room</h4>
<div class="level-4">
<ul>
{% for resource_request in request.simple_resource_requests %}
<li class="sub-item sub-item--inline gutter-bottom-small">
<h4 class="header-small">
<span class="txt-underline sub-item-title">{% if resource_request.quantity > 1 %}{{ resource_request.quantity }} {% endif %} {{ resource_request.resource.name }}</span>
<span class="status {{ resource_request.approval_status }}">{{ resource_request.approval_status }}</span>
</h4>
</li>
{% endfor %}
{% for resource_request in request.complex_resource_requests %}
<li class="sub-item">
<h4 class="header-small">
<span class="txt-underline sub-item-title">{% if resource_request.quantity > 1 %}{{ resource_request.quantity }} {% endif %} {{ resource_request.resource.name }}</span>
<span class="status {{ resource_request.approval_status }}">{{ resource_request.approval_status }}</span>
</h4>
{% if resource_request.notes != blank %}
<div>
<strong>Additional
notes:</strong> {{ resource_request.notes }}
</div>
{% endif %}
{% if resource_request.answers.size > 0 %}
<ul class="gutter-bottom-medium gutter-top-small pad-left">
{% for answer in resource_request.answers %}
{% if answer.section_header? %}
<li>
<strong>{{ answer.label }}</strong>
</li>
<p class="question-description">{{ answer.description }}</p>
{% else %}
<li class="divider-soft">
<strong>{{ answer.question }}</strong>
— {{ answer.answer }}
<p class="question-description">{{ answer.description }}</p>
</li>
{% endif %}
{% endfor %}
</ul>
{% endif %}
{% endfor %}
</li>
</ul>
</div>
{% endif %}
<!-- @end Resources for Rooms ========================== -->
</div>
</li>
{% endfor %}
</ul>
</div>
<!-- @end Event Rooms ========================== -->
<!-- ===== Event Resources ========================== -->
{% if instance.reservation.resource_requests.size > 0 %}
<div class="level-3">
<h3 class="txt-left bg-soft header-medium gutter-bottom-small">
Resources</h3>
<ul>
{% for request in instance.reservation.simple_resource_requests %}
<li class="gutter-bottom-small pad-left item item--inline">
<span class="header-small txt-underline">{{ request.quantity }} {{ request.room.name }}</span>
<span class="status {{ request.approval_status }}">{{ request.approval_status }}</span>
</li>
{% endfor %}
{% for request in instance.reservation.complex_resource_requests %}
<li class="gutter-bottom-small pad-left item">
<span class="header-small txt-underline">{{ request.quantity }} {{ request.room.name }}</span>
<span class="status {{ request.approval_status }}">{{ request.approval_status }}</span>
{% if request.notes != blank %}
<div>
<strong>Additional
notes:</strong> {{ request.notes }}
</div>
{% endif %}
<div class="gutter-bottom-small level-3">
{% for answer in request.answers %}
{% if answer.section_header? %}
<strong>{{ answer.label }}</strong>
<br/>
<p class="question-description">{{ answer.description }}</p>
{% else %}
<div class="divider-soft">
<strong>{{ answer.question }}
:</strong>
— {{ answer.answer }}
<p class="question-description">{{ answer.description }}</p>
</div>
{% endif %}
{% endfor %}
</div>
</li>
{% endfor %}
</ul>
</div>
{% endif %}
<!-- @end Event Resources ========================== -->
</li>
</ul>
</div>
</div>
{% if multiple_events and new_page_per_event %}
<p style="page-break-before: always;"> </p>
{% endif %}
{% else %}
{% endif %}
{% endif %}
{% endfor %}
{% endif %}
{% endfor %}
</div>
</body>
</html>