Events view

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Resources view | Events view | Weeks view | Timetables view

An event in Mimosa can represent any activity in the real world that needs to be scheduled in your timetables. The event definition indicates which of your resources need to be present and how many periods need to be reserved from their timetables in order to perform the real world event or activity.

In schools and universities events are typically used to schedule courses on different subjects, each of which may require the presence of a teacher, a group of students and a room (the resources) and which may take place several times a week over several weeks (the periods of the event and their allocation to the weeks of the schedule). However, events can also represent meetings, exams, self-study periods, maintenance periods for rooms or equipment, planned absences or any other real world event or activity that needs to be considered in your timetables. You can define your own event categories in Options|Categories.

Mimosa will not allow you to schedule an event in a timetable unless all the required resources are available in the selected period, nor will it allow you to schedule more than the planned number of periods for each event without first asking you if you really want to do so.

Refer to the Concepts and tools help section for a more detailed explanation of the Mimosa event concept.

In this view you can:

  • Create, edit and remove events
  • Connect resources to events
  • View the list of events and their resources
  • Copy events to and from Mimosa with the Clipboard
  • Bulk schedule events

Recommended prerequisites:

The event definition indicates how many activities (occurrences of the event) need to be scheduled in the timetable. Mimosa will not allow you to schedule an occurrence of an event in the timetable unless all the resources of that event are available at that time. Each event can contain up to 240 resources and you can define categories for different kinds of events.

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.

In this view you manage the lists of the resources of each event. Each event contains also its own schedule, and when Mimosa merges the schedules of all events of the same resource together, the timetables of the resources are obtained. These are the main results of the scheduling process.

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.

Events can also used as special activities like meetings, appointments, tests, which occur only once (PLANNED=1), whereas in schools the same event structure is in most cases used several times (PLANNED>1). Events contain sets of resources defining together all teaching requirements for the institution (such as school or university). The number of resources attached for each event can vary from 1 to 240 and Mimosa does not restrict the event structures.

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.

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).

On page Create and edit events the structures of various events are explained in more detail.

When you select to edit an existing event (by clicking [Enter] or [F2]), the following window is displayed:

When you create a new event, none of the resources exists in the left box. In this example, events have already been scheduled, and Mimosa allows you to add only those resources to event which do not cause any conflicts. If any of the other events have not yet been scheduled, there are no limitations how to select the resources. You can create new events and edit them anytime, before and after you have scheduled. Mimosa automatically prevents all conflicts and only the currently available resources are listed on the right box.

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.

When the list of events is double-clicked, the list of resources of the event plus its timetable are automatically displayed on top of the event list (if they exist). Double-clicking the list again hides them.

When creating a new event, you must also supply a list of resources, which are treated as simultaneously with the event plus the total number of periods that must be allocated to weeks (PLANNED).

If you have checked [x] Show the number of event seats in Options|Other and at least one of the resource names contains the character "#" followed by the number indicating either room seats (in room category) or seat requirements (in other categories), Mimosa displays in Events view also an extra column SEATS containing the difference of the room seats and seat requirements.

For instance, if an event consists of a group with the size of 23 (students), one teacher (1) and one room with 28 seats, the SEATS displays the (positive or negative) difference of the seat capacity and seat requirements: +4 = 28-23-1. In the case when there are less room seats than what is required by the groups and teachers, this number is negative. If the event contains more resources, Mimosa compares the sum of all seat requirements with the sum of seat capacities and displays their difference. All numbers in resources belonging to the Category for rooms are interpreted as seat capacities whereas the numbers in other categories are interpreted as seat requirements.

See section Create and edit events for examples about different types of events.

The order of the events in the list can be changed with the help of the Move up and Move down buttons or by sorting them all according to some appropriate criteria (Tools|Sort). Note that it is very easy to import the list of events and their resources via Edit|Paste from the Clipboard|1 Codes, names and PLANNED periods, provided you have entered it in a spreadsheet application with a specific format below (Code, Name, Category number, PLANNED):

Menu selections: Edit

With Edit menu selections you can edit the list of events and the contents of the events.

Menu selections: View