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Lukkarikone (Schedule Tool)

Lukkarikone (Schedule Tool)

Lukkarikone is a tool to view to the Oamk (room) reservation system. Also, it is a tool for students to generate study-schedules. You can use a group name or different study implementations to generate a schedule. You can also use both of these methods simultaneously. The tool searches for all reservations with the given inputs and generates the schedule. See https://lukkarit.oamk.fi

Main view
Search page
Making the Schedule
Schedule page
Calendar view
Spot search
Settings
Saving a Schedule
Automatic Schedule (for teachers)
Other settings

Tips

Viewing teacher’s calendar

Introduction video:

Main view

The main view includes
1) Main menu
2) Search fields
3) Study basket (like shopping cart in some web-shops)

lukkarikone_mainmenu

Search page (first tab)

Search page opens by default when you open Lukkarikone (if no default schedule is selected in the Settings page). In this page the user tells the tool all the criteria on how the schedule will be generated. The criteria can be study implementations or just group identification code – or a combination of those. All the criteria are collected into the study basket and used to generate a schedule that can be accessed from the second Tab (Schedule).

Making the Schedule

There are two ways to generate a schedule. The first way is to enter the group identification code in the “group calendar” and select it to the study basket or (the second way) by going to “study implementations” and search & select wanted implementations to basket. Then go to Schedule tab. Below you can find a step-by-step guide for both ways.

Quick Schedule by Group ID
1) In the ”group calendar” -view, enter your group ID (group name) – you can also search by entering only the first three letters. Then click “Search”.

lukkarikone_group
2) The search result lists all groups that match the given criteria AND have at least one reservation in the reservation system.
3) Select the right group by clicking the blue icon next to it – the colour of the icon changes when it is selected.
4) The selected group should appear now in the study basket.

lukkarikone_basket

5) Now you can look at the group’s schedule in the Schedule-tab. It shows all the reservations that are connected to the selected group.

Creating Schedule with study-implementations
This search differs from the previous one so that in this search the user searches study-implementations (instead of groups) and selects them into the study-basket. The schedule is generated by searching all matching reservations for the selected study-implementations.

The user has to define which study-implementations are used to generate a schedule.
1) In the ”Study implementations” –view on the you can search implementations by it’s name (or part of the name), code, teacher’s name or by your group ID. In addition you can specify more exactly the date when the implementation is planned to start. Then click “Search”.

lukkarikone_implementations

lukkarikone_results

2) In the example above, we have used ”search by name or ID” and entered ”mathematics” as search word. The result list shows only 100 results on one page.

Filtering: You can filter the search results (by programme, office, type, language, starting date) on top of search results.

Fits into calendar shows as percents how well the studies fit into open schedule. 100% means that there are no overlapping hours.

Select implementations to the study-basket by clicking the ‘+’ icon next to the implementation name. The blue colour of the icon should change to grey. The second icon means that this implementation has at least one reservation in the reservation system. If this list icon is not visible then the implementation has no reservations and thus no calendar markings for the schedule. Select as many implementation as you like to the study-basket. You can select all visible results at once by clicking the uppermost one. You can remove implementations from the study-basket by clicking “X” next to the corresponding implementation in the basket.

lukkarikone_results2

In the example above we have searched implementations by group ID “YY08”. As a result one implementation is found. In addition it automatically looks for other reservations for this group that are not connected to any study-implementation but are connected to this group ID (such as exam, seminar etc.). You can also select these reservations to the study basket.
Note. If you use a partial/incomplete search word like ”at0” the machine lists every instance that starts with at0, for example AT06 and AT07, AT08 etc. You should use as exact a search word as possible like “AT06”. If only one result is found in Group search, the system will automatically select it and goes to Schedule view.

Tip You can click on any implementation to get more information of that study.

3) After you have selected all necessary implementations to the study-basket you can move to Schedule tab and see the schedule you have created.

Schedule page

There are two Schedule views available – a normal calendar view and a list view. You can choose which view to use.

Calendar view

Calendar view shows the weekly-schedule of the groups/implementations that you have selected into study basket. You can click on any marking (reservation) to show more details of that single reservation. In this view you can also hide single reservations or make them visible again. You can also print the weekly schedule (or browse weeks).

lukkarikone_cview

If you click one of the reservations a new pop-up opens showing you more info and enables you to hide a reservation.

List view
In the list view you can see all the future reservations related to the study basket in a list form. You can sort reservations based on the search word and hide reservations. Furthermore, you can copy the list to clipboard, save the list in i.e. csv format or print it.

lukkarikone_lview

Spot search

You can search studies matching your free period by clicking an empty spot in your calendar view. Next you can select the duration of you free period and click “Search for study impelementations”. You can also use place of the implementation as a search criteria.

Settings

To access Settings menu you have to first log in with your personal OUAS username and password.

Saving a Schedule

In the Settings-page you can save or load a previously saved schedules. Saving the schedule uses the information gathered in the study basket. To save the Schedule, first sign in, then compose the Schedule you wish (on the search page). Then go to Settings page and give the schedule a name and then click “Save”. You can also set the default Schedule which will open automatically when you sign in the next time.

lukkarikone_settings1

Automatic Schedule (for teachers)

Automatic schedule (if selected) will be generated based on the information in Room reservation system. This will include reservations such that the user:

  • has made the reservation – non teaching related (no implementation attached to reservation)
  • has made the reservation – teaching related (implementations attached to reservation)
  • has been attached to a reservation separately (user is attached separately to reservations like meetings)

Other settings

In the Settings you can also:

  • change calendar view settings (what info will be shown in the weekly schedule view).
  • copy a direct URL link to a saved schedule (star-icon beside the saved schedule)
  • export the reservations to your OUAS Outlook (o365) calendar. The export concerns reservations which are selected into the study-basket and you can choose the timespan to the export. After Exchange-export the markings will appear in your Calendar after a few minutes. Remember that the export is based on information at the time of export. Future changes in the schedule will not be updated in the exported calendars (except if the timing of the lesson is changed or the lesson is deleted from the room reservation system, it will also be changed/removed from your calendar). The latest up to date information is always in Lukkarikone!
  • save the reservations in iCal-format. The export file includes reservations which are selected into the study-basket and you can choose the timespan to the export. Remember that the export is based on information at the time of export. The latest up to date information is always in Lukkarikone!

lukkarikone_settings2

Exporting the schedule into Outlook or file.

Tips

Viewing teacher’s calendar

You can’t view a teacher’s calendar directly in Schedule Tool. There are two ways to view teachers calendars:

  • You can view teacher’s calendar using Outlook calendar. You’ll see teacher’s availability information (other reservations and teaching, if the teacher has synchronized teaching reservation to Outlook). Instructions: https://it.oamk.fi/6828?lang=en
  • You can use Schedule Tool to generate teacher’s calendar:
    1. Choose the search options “Study implementations” and “by lecturer’s name” and search study implementation by teacher’s name.
    2. Select all study implementations of the teacher into study basket. You can select all study implementations at the same time by using an icon located in the heading line of the search results.
    3. You are now able to view teacher’s calendar in the Schedule tab. You won’t see other than teaching reservations (such as meetings etc.) in this calendar.

 

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This article was published in these categories: for staff, OUAS, GUIDELINE, Bulletins & Guidelines, software, for students, Peppi.Add a permalink to your favourites. Follow comments to this post with a RSS feed. Post a comment or leave a trackback: Trackback URL.

2 comments

  1. Nina Patrikka
    Written on 7.9.2016 at 08:49:17 | Permalink

    Hei! Voisiko ohjeessa olla vielä suora URL linkki itse Lukkarikoneeseen?

    • Johanna Karhumaa
      Written on 20.9.2016 at 14:53:38 | Permalink

      Hei,
      kiitos huomautuksesta. Osoite on nyt lisätty ohjeeseen.

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