Create and edit events with the Event editor

The Event editor is opened when you want to create a new event or edit an existing event. When you are in Events view, pressing the [Insert] or [Enter] key takes you into this window. Refer to the Events view help for other ways to open the editor.

If you are not sure what an event represents in Mimosa take a moment to review the definition in the Concepts and tools section of the help.

For each event, you have to enter a

  • unique event Code,
  • descriptive Name,
  • event Category, defining the type of this event,
  • PLANNED number of times this event is used and
  • the list of resources connected to this event.

You can create your own categories for events in Options|Categories and replace the categories suggested here. The maximum number of different categories is 7 and you can create up to 8191 events.

When starting to create a new file and you do not have created any events, you input here only the Code, Name, Category and PLANNED for each event. After one or more resources have been created you can attach them to events in a similar manner as you can do in Resources view. Note that these both views are very similar in their functionality. Mimosa checks that the permissible links of events and resources are always valid, by showing on the right box only those resources that can be added.

Before any periods have been scheduled, all combinations of events and resources are available. When more and more periods have been scheduled, the available resource selection on the right box shrinks and decreases the possibilities to connect them with events. It is of course possible to create events that contain only some of the resources, schedule the events, and then add the remaining resources to events afterwards.

The goal in this view is to create events and to select the right resources for each event. The box on the right side contains all resources you can select for the current event and the box on the left contains those resources you have already selected. You can use the arrow and swap buttons or use the mouse drag the resources across the boxes.

Press the [Insert] key or click the button to create a new event.

If you have not created any resources, the screen looks like the above. You should create at least some of the resources before you create events, but Mimosa does not restrict to create events without them, if you like to add them afterwards. After you have created one or more resources in resources view, they will appear also in this screen. Note that each event must have at least one resource, before it can be scheduled.

Replace the suggested event code (EventX) and event name. Input the maximum number of periods (PLANNED) for this event. PLANNED must be larger or equal to the number of times this event will appear in the timetables. When you have created some events, the screen looks like the one below:

If you have not added any resources to an event, the column LINKS contains a question mark ?. When resources are added to the events, their number is shown instead.

When you have created some resources and created a new event, the window which you use to you insert and edit events displays the available resources on the right and those which are selected for the event, on the left.

You can add resources from the left box to this event one by one, but you can also multi-select them by keeping [Ctrl] button down and clicking the selected resources with the mouse.

After you have selected them, click [Add] button, and the resources appear in the left box.

Different events have different types of resource sets (examples):

In most cases events consist of [Group]-[Lecturer]-[Room] triplets:

When students of two (or more) groups are accessed in the same time, they should be added to the same event.

When students of a group are accessed by two (or more) lecturers, they (and their rooms) are added to the same event.

When students of two (or more) groups are accessed by two (or more) lecturers, all groups, lecturers (and their rooms) are added to the same event.

Press the [Enter] key or click the button to edit an existing event. If you have already selected resources for this event, they are in the box on the left and on the right you see resources that are selectable.

To add resources to event, select the available resource(s) on the right box and click the [Add] button or [Double-click] the resource. If you want to add several resources, keep [Ctrl] button down and select the resources you want to add. In a similar way, you can [Remove] selected resources from the left box or [Swap] resources across boxes. You can continue this process also after creating timetables, since Mimosa takes care that overlaps cannot occur and lists only those items on the right box which are currently available and will not create conflicts.

In many cases it is not useful to add all required resources to events at once. You can first add all critical resources - such as teachers - and later on add other resources after you have scheduled the events. When creating personalised timetables, it is a common practice to add all or some students to events after they have been scheduled. Often scheduling becomes impossible if all resources have been attached to events before scheduling.

The order of the resources on the left is the same as you see them in timetable cells, but you can format the result in several ways. Use the Arrow buttons (,) on bottom to move the resources on the list to get the desired outcome.

You can easily create and edit the events also with the help of your spreadsheet application and the Clipboard selection Edit|Paste from the Clipboard|1 Codes, names and PLANNED periods. Enter the code and the name of the event in the first and second column, the event category number in the third column and the PLANNED periods in the fourth column. (For each event you can define up to seven different categories in the selection Options|Categories). The Clipboard format uses the third column as the category number.

For instance, the number "2" in the third column in events refers to event category "m:Middle", if you have defined it as the second category.

Techniques to select and move items between the boxes:

  • If you want to select or deselect a single item from the list, click the left mouse button
  • If you want to include several, but not necessarily consecutive items in your selection, keep the Ctrl button down and click the left mouse button
  • If you want to include a range of items from the first to the last in your selection, keep the Shift button down when selecting the first and last item from the list
  • You can drag-and-drop selected items from one box to another, by keeping the left mouse button down and dragging items from one box to the other box and releasing the mouse on the target box

You can click the [Add], [Remove] or [Swap] buttons at any time to change the resources in each box. If you accept the selections, click the [OK] button to close the view.

You can schedule your event immediately after you have entered it or do it later on. If you are about to schedule this event in the same time on several weeks, you may prefer to select Bulk schedule from Edit menu. You may also click the Schedule now button on the bottom of this view to schedule the course with double-clicks. If the schedules of the current event changes every week or if you have several options to schedule it, use the tools of the Timetables view.

How to make more resources selectable?

After you have scheduled all or some of the events, all resources are not listed in the box All selectable resources, since they cannot be attached due to overalaps (=conflicts). In this case, the button "Why x out of y resources are not selectable?" on top right becomes visible. Mimosa does not allow to create conflicts and therefore all resources cannot always be added to all events.

1. Click the button "Why x out of y resources are not selectable?" to display the list of all resources that cannot be attached to this event.

2. Select next the resource from the list. If the resource is already attached to this event (and it is listed in the left box), you will see the text [Already selected], otherwise the number of conflicts and the first week containing one or more conflicts is shown. For instance, the text "3 conflicts" denotes that there are three slots where the periods of this resource overlap with those of the current event. To see when this happens, click the [Details] button on this resource:

3. In this view you see the conflicts marked with "X". If you want to add this conflicting resource to the list of the selectable resources, click the [Clear] button on top of this view. This will unschedule all those periods from timetables which create the conflict. Click next [Close] to return back to main view and to see that the resource is now available. Note that if you have several weeks in your file, you may need to scroll the timetables horizontally to make the conflicting slots visible.

If you click the [Clear] button, the previously unselectable resource is now added to the list of selectable resources and you can add the resource to the current event:

Note that you can the unselectable resources similarly when adding them to events using the Resource editor.

If you have many weeks and you do not have enough options to add resources to events, consider to clear contents of the timetables in previous weeks which are not needed anymore, such as "1. Bookings from timetables" and/or "2. Scheduled periods" in Tools|Clear. This gives more options to construct events for upcoming weeks since the previous weeks do not restrict resource selections.

Samples of most common event structures:

Note that the event structures may vary according to your needs. Mimosa does not restrict how you want to create the events, which can represent any kind of activities, such as courses, meetings, exams and so on. The common feature for the events is that they all require the use of one or several resources at the same time. You will find more examples about various Event structures or their lists of resources at the bottom of this page.


Example 1: A simple example of a typical school event (one class/group, teacher and room):

Example 2: Teacher is teaching students of two classes/groups at the same time:

Example 3: Students of one class/group are split for two teachers:


If a class/group are split to two events and the events are run concurrently, they should be combined in a same event, containing all resources they require:


Example 4: Students of two classes/groups are split for three teachers:

Example 5: Personalised teaching for six students by one teacher:

Example 6: An example of a meeting (one room, two or more teachers):


Example 7: Conference presentations or sessions can also be interpreted as events:

(Typically conference attendees can act in up to three different roles: as chairmen, presenters, and referees. Note that each session can occupy one or several of them. Streams are used in conferences to exclude papers of the same area of interest to be scheduled in the same time).

Example 8: Music/theatre rehearsals constitute also events:

(In music rehearsals, also instruments and other needed equipment can be included as resources and scheduled).


Often events consist of different sections, each requiring a different set of resources. Note that you should create an event for each of these sections, since Mimosa assumes that all resources of the event are always available and scheduled in the same time. If you include all resources, even when some are only needed occasionally, it will prevent using any of them in other events even though some would actually be available. In the example below the event must be split into five Mimosa events, to represent the varying sets of resources it requires during its lifetime. You can use the Edit|Split tool to split an event to sections without the need to reschedule it, if you have previously scheduled an event having different sections.

Creating events from your spreadsheet application

Note that the event-resource connections can be represented in several alternative ways:

If you want to paste the events from a spreadsheet application with the help of the Clipboard, you can use either of the two last formats above. See the selection Edit|Paste from the Clipboard|3 Add to event resources in Events view.

Note that the number of available resources to select will decrease as you schedule more and more events. If you have several weeks, you will find more options to select available resources if you can clear the schedules and bookings of the previous weeks in Tools|Clear|2 Scheduled periods. The schedules of the previous weeks also limit the selections of the resources in the current and upcoming weeks as well. You can click the Conflicts button on top to find out why the desired resources are not available and listed on the right box and free them.

Description of screen elements:

Code

Enter a new code (with a maximum length of 15 characters) here for the event you are going to create or modify the old code if it has already been created. When inserting a new event, Mimosa fills the field initially. Replace it with your own code, which describes its content. Also take into account that you may want to use this code later on as sorting criteria. Note that when printing or publishing timetables, you can always select to display the code, name or both.

Name

Add to each event a descriptive event name (with maximum length of 200 characters).

You can enclose in brackets [ ... ], ( ... ), [ ... ] ,\ ... \ or / ... / those texts you do not want to show in reports and on the screen, but are helpful when working with data. For instance, you can include hidden personal comments or price information (such as Smith [demanding person!] or Language studio [rent costs $70/h]). See Options|Other|Hidden text separators.

You can let Mimosa compare the capacity of the rooms with the requirements of other resources (such as groups). The capacity and the requirement of the resource is denoted by using the special character # followed by the number, such as #30, and it can be enclosed in brackets as described above, if it is going to be hidden.

For example, to set the size of "Group A" to "25", change its name to "Group A (#25)". To set the capacity of the room "Room 123" to 30 students, change its name to "Room 123 (#30)". When you view or edit an event, Mimosa automatically detects if the defined room capacity is enough for the requirements and informs about it on screen. If the event contains several resources, all requirements of other resources are added to together and compared with the capacity numbers of all rooms.

You can define which resources are interpreted as rooms in the selection "Category of rooms" in Options|Timetables. All numbers in this resource category are interpreted as capacities, whereas all numbers in other categories are considered as requirements when they are compared.

Category

Because of the different needs of the institutions that use this software, the default types of the events are given here only as examples, but they should be redefined in Options|Categories to suit your needs.

PLANNED

This is the total number of periods planned to be allocated over weeks for this event and later scheduled. Note that you cannot enter a smaller number here than in the field ALLOCATED. To enable this, right-click to display the menu where the allocated (ALLOCATED) and/or scheduled (SCHEDULED) periods can be erased or reduced, or click the button () to reduce the number of periods one by one.

ALLOCATED

The total number of allocated periods of this event (ALLOCATED<=PLANNED). The value in this field is automatically updated by the application in the Weeks view and cannot be changed here. If you have only one week, this number is always equal to PLANNED.

SCHEDULED

The total number of scheduled periods of this event (SCHEDULED<=ALLOCATED). The value in this field is automatically updated by Mimosa after the periods have been scheduled, typically in Timetables view.

LINKS

The total number of resources included in this event or the size of the resource list. This number is automatically changed when you change the size of the code list on the bottom left in this window.

Buttons on top

Some of the functions presented below can also be accessed from the pop-up menu:

ButtonFunctionExplanation
Cut Cuts (=copies and removes) the selected resources from the left box to the Clipboard.
Copy Copies the selected resources from the left box to the Clipboard. You can later on copy the selected or all events to the Clipboard and Paste it to another event.

Content of the Clipboard after Cut or Copy (Code, Name, Category of the resources):
Paste Pastes the resources from the Clipboard to the left box of the current event. If the event already contains some resources, new resources are added to this list. Only those resources are added which do not create conflicts.
Copy & Paste How to use Copy and Paste to copy resources from an event to another event:

Hint Use the above three functions to copy and move resources across two or more events. Once you have selected the Cut or Copy operation, you can select another event or create a new event and then Paste to copy or move the stored resource list to the current event.
Filter Click it to enable/disable only the currently activated category to be displayed on the right box. This option is often useful to limit your search to a specified set of the code list.
Event info Displays detailed information of the current event, its links to other resources and schedule information. See Show info for details.
Conflicts Displays a window of the conflicting resources for the current event. Clicking an item on the list of "Impossible resources" displays the conflicting slots of the current event and the selected resource with a red "X". See Tools|Modify collections.

Timetables Displays a window of the timetable of the current event and the resource selected on list of available resources on the right box. This enables to view the timetables of the current event and resource before the event is attached to the resource. See Tools|Modify collections

Move up
Move down
Change the previous or next event to the active event, without using the [OK] or [Cancel] buttons. If some of the fields have been changed, you are prompted to accept the changes before moving to the previous or next event.
Decrease periods If at least one of the periods has been scheduled and the event is not locked, clicking this button reduces the number of periods one by one, starting from the latest period and also adjusting the ALLOCATED and SCHEDULED fields accordingly. This enables then to decrease the PLANNED periods, which is set to be at always larger or equal to ALLOCATED.

Buttons between boxes

ButtonFunctionExplanation
Select fields Change the fields that are displayed in the left and right boxes. If all fields cannot fit the space, only a part of the event name is shown.
Add resources(s) Selected resources are added to the active event by picking them from the list of available resources on the right box. You can select the resources one by one by double-clicking them, or select several resources at once by keeping the Ctrl key down while clicking them. Click the [Add] button to move selected resource(s) from the right box to left box.
Remove event(s) Events are removed from the resource by selecting them from the list on the left and then clicking [Remove]. You can select the events one by one by double-clicking them or select several events at once by keeping the Ctrl key down while clicking them. Click the [Remove] button to move selected resources(s) from the left box to right box.
Swap events Instead of [Add] and [Remove], you can also simply [Swap] two selected resources across lists. Click one resource on both lists and click the [Swap] button to swap them.
Select All Select All selects all resources of the current event from the left box. If you next click Copy, the list of all events are copied to the Clipboard.
Clear All This button removes all resources of the current event and clears the left box.
Sort Sort sorts all resources of the event according to the order of their category and code. The order of the resources is the same as in published and printed timetables.
Erase Erase unschedules periods of this event from the selected weeks, enabling the possibility for new resources to be added to the event (because of less conflicts).
Move up
Move down
Moves the active resource up or down in the resources on the left box. The order of the resources is the same as in published and printed timetables.

In case of many events, you may know beforehand exactly where you are going to schedule the event you have just created. If this is the case, you can use the selection Edit|Bulk schedule [Ctrl+B] to set just the time periods, days of week and weeks where you like to schedule and then click the Schedule button. This tool is useful, if you are going to schedule events to many weeks at once.

Instant scheduling also allows you to schedule the event immediately after creating it, by using just double-clicking the slots. In both cases the weekly allocated periods are based on the scheduled periods. If the scheduling of the event is less predictive or complicated, use the tools in the Timetables view.

Instant scheduling

After you have created an event, you can also view and modify the event timetable by clicking Schedule now button on the bottom of the screen. The view expands and displays the timetable of the event and the active resource on the left box. Instant scheduling tools enable to schedule the event immediately without switching to Weeks view and Timetables views.

When you have selected to edit the event and it is not set as locked, click Schedule now to view and edit its schedule. Click a cell on the timetable to view a more detailed description of its content. If you have defined more than one week, use the left and right arrow buttons to switch to the timetable of the next or previous week.

When you double-click a slot containing the current event (blue), it becomes unscheduled, and when a free (white) slot is double-clicked, the current event is scheduled in that slot. You cannot edit the contents of other slots.

The changes in the periods of the timetables are shown above this timetable. Note that the weekly allocated (planned) periods which are usually edited in Weeks view are here automatically set equal to the number of periods that have been scheduled. You can Copy and Paste event timetables across weeks and Clear the event timetable of the current week. Copying and pasting is useful when the same event timetable pattern is applied in several weeks.

ButtonDescription
Go to next week
Go to previous week
Copy the event timetable of this week to memory
Paste the event timetable of this week from memory
Clear the event timetable of this week

In the example below some basic operations are demonstrated:

  1. Three additional periods of event "FOR275" are scheduled in week "08" (Wed 08:00, 09:00, Thu 08:00) by double-clicking the slots
  2. The event timetable of "FOR275" from week "08" is Copied to memory
  3. The current week is switched from week "08" to "19" with the arrow buttons
  4. The event timetable is Pasted from memory to week "19" (by copying only permissible periods and merging with the existing schedule).

After editing the timetable, clicking Save confirms changes and clicking Reset (or clicking Schedule now again) restores the previously saved timetable. When the schedule view is opened, resources cannot be removed from or added to the event. After the timetable has been saved and the schedule view closed, this can be done again. Changing the timetables may also change the options to add alternative resources to the event.

Below is a summary of Instant scheduling tools:

  • Save stores the changed event timetable and disables to use [Cancel] button.
  • Reset discards the changes made into event timetables. Clicking Schedule now to close this view has the same effect.
  • Copy copies the periods of the current event timetable of the current week to memory (to be pasted to another week).
  • Paste pastes the stored event timetable to the current week. Only those cells are pasted which do not conflict with previously scheduled slots.
  • Clear clears all event timetable periods from the current week.

Event structures or lists of event resources

Resource lists of events are the core elements of your Mimosa file. With Mimosa you can add up to 240 resources to each event, and within each institute there are various types of event lists you may need to use. In a typical case event contains 3-5 resources, but sometimes it can contain only one resource, whereas in other cases it may contain tenths of resources (individual timetables, meetings). When an event is scheduled, Mimosa requires that each of the resources is available at the same time. For this reason the lists of resources cannot normally contain alternative resources (such as teachers, rooms), since Mimosa assumes that they all must be available in the same time.

Mimosa can be applied (and it has been applied) in several environments, not only schools and universities. Resources and resource categories can be built freely for any specific need. Here are few typical examples of the ways how Mimosa has been used:

  • Schools, group tuition: Resources are classes (=groups of students), teachers, rooms. Events consist in most cases of one class, teacher and room, but also in some cases of several of them in case of mixed events.
  • Schools, personalised tuition: Teachers, rooms, students, rooms are here the resources. A event in this kind of school constitutes typically of a teacher, room and a set of students.
  • Universities: Because of the large number of students, the resources are often only teachers and rooms. Users may also apply "streams" instead of groups to preventing overlaps of some events. A event contains typically of one teacher and room.
  • Scientific conferences: Resources are participants, streams and rooms. A event is in this case often a session where a publication is presented. A event consists of person(s) presenting the publication, referee for the publication, chairman of the meeting, room where presentation takes place and possible a stream which is used to prevent overlaps of similar kinds of sessions. Same participants can be in several roles in different sessions.
  • Trade fair meetings: Resources are suppliers, clients and rooms. The purpose is to schedule several meetings between suppliers and clients. Since the meetings may need different kind of combinations of them, an event in this case consists of one or more suppliers, one or more clients plus one room.
  • Rehearsals: When organising rehearsals for a play, opera or similar event, events are sessions which consist of a set of persons, rooms and equipment/instruments needed for each session.

If you want to list resources as "alternatives" (such as in student selections), you can in some case uncheck the option "Prevent conflicts for" in Options|Timetables. In this case Mimosa does not check the overlaps in timetables for these resources.

The order of resources the resource list of an event does not have any specific meaning for Mimosa, but the order that has selected here is also used when printing or publishing timetables on web. Therefore in case when the list of resources which contain several teachers and rooms it is recommended to list them in the same order so that their interpretation is as simple as possible.

Note that the similar rules to combine several kind of resources for different events (or projects, sessions) can be easily applied to other than educational environments, such as for conferences, staff and machines scheduling, theatre and music rehearsals etc.

Examples of typical resource lists are presented below:

Example 1: Class, teacher and room

Suppose that the class LineA must study three hours in a week the event called Nursing of People at Different Ages, taught by NICHOLSON in room R112. We use the abbreviation NURSING for that event and go to the selection Edit|New event to create it.

Use the [Add] button in that window to move the selected resources from the right-hand list (green) to the left-hand list (blue), and [Remove] button to do the reverse operation. You can pick several resources at once by keeping the [Ctrl] button pressed while clicking the resources to select on the right box.

Example 2: One class, two teachers and two rooms

In this example the class G107 is split into two sections for two teachers BEATTY and HACKMAN who teach their groups in rooms R112 and R206, respectively. Note that the order of resources is a question of taste and readability.

or

Example 3: Two classes, teacher and room

It is also sometimes possible that one teacher has a session which contains students from two classes.

Example 4: Student-based or personalised events

If you want to create individual timetables, the event resources typically consist of one teacher, room and a set of students. In this case resources do not contain any classes/groups, but a list of students which are associated to their events as follows:

Example 5: Meetings of teachers

Meetings of teachers can also be scheduled as special events, and in this case events typically contain one room plus the list of teachers attending the meeting.

Similarly, you can create all events for your institution. In most cases events consist of a class, teacher and room, but there are limitless of other combinations. If the teacher is required to teach pupils from two classes simultaneously, both classes are added to the left-hand list. Below are examples of different types of event resource lists:

Note that when event structure varies across periods, it must be split into two or more events:

The most common way to define those set of mixed events containing several teachers and classes is to include all classes (C1,C2,C3,C4), teachers (T1,T2,T3) and rooms (R1,R2,R3) in the same event. The application neither knows nor cares which one of the pupils is attending the periods of each teacher. The event, when defined in this way, always keeps all classes (and other resources) occupied at the same time, and the list of resources is: C1, C2, C3, C4, T1, T2, T3, R1, R2, R3.

The order of the resources is not relevant, you could also list them as C1, C2, C3, C4, T1, R1, T2, R2, T3, R3 to emphasize in timetables where each teacher is located.

Note that when there are two or more classes and teachers that should be connected together, it helps to view the setting in a form of a table as follows:

The structure of the resource lists you define for events in this way are always special cases of the above matrix, which often contain only one row or column and in most (and simplest) cases, it contains only one row and one column (teacher, class and room).

Using of subjects as resources in events is basically descriptive and voluntary, and recommended in mixed events as the one below. If the event structure is simple, the event name is often used instead to describe the event content. Adding a set of subjects (S1,S2,S3) to the event tells the readers of the timetable, what the teachers are doing with their sets of students (coming from several classes). The subjects can also be used as comments and for statistical reasons to count the sums of periods of different types. By default, subjects are (by default) not checked for conflicts, which enables several instructors to teach the same subject simultaneously (in schools with several teachers of the subject Mathematics, for instance).

When you add subjects to event resources, you can insert them where the corresponding teachers and rooms are, to make the resource list in timetables more understandable.

Use the arrow keys to move the resource up or down on the list to get the desired result. The same order is used when timetables are printed.