Schedule requests, commonly referred to as events, are submissions that require the use of your organization's facilities. Events can range from internal staff meetings and conferences to athletic and community events. Schedule requests can be one-time events or recurring events. Occurrence schedules give you a more flexible way to manage events that do not follow one identical schedule.



 

Schedule Request Module

1. Navigate to the Schedule Request module on the left side and click New Request in the right-hand corner of the screen. 

2. Fill out the schedule request form with the required information. Required fields contain an asterisk (*).




 3. Occurrence schedules allow you to create one schedule request with one or more schedules inside it. Each Schedule Request can contain one or more Occurrence Schedules, and each Occurrence Schedule can contain one or more individual Occurrences.

4. To add another schedule to the same request, click Add new schedule at the bottom of the Occurrence Schedules section. A new schedule appears with its own buildings, resources, dates, times, and repeat settings. Repeat for as many schedules as you need. To remove one, click the delete icon on that schedule. The delete icon only appears when a request has two or more schedules, because every request needs at least one.

Key Characteristics:

Occurrences belonging to the same Occurrence Schedule:

• Share the same building or buildings.
• Share the same resource or resources.
• Follow the same schedule, including start and end times, repeat cadence, and setup and teardown times.
• Can be edited independently.

Occurrence Schedules belonging to the same Schedule Request:

• Are the same type of request.
• May overlap or conflict.
• May have different schedules.
• May have gaps between them.

• Share resources if they are in the same location.

   

Using occurrence schedules with buildings

Occurrence schedules follow your site’s building permissions.

• If your user type can schedule requests in multiple buildings, you can use different buildings across occurrence schedules in the same request.
• If your user type cannot schedule requests in multiple buildings, all occurrence schedules in the request must use the same building.

If you need to schedule across more than one building and cannot, contact your FMX site administrator.

💡 Note: Site administrators can manage this access from Admin Settings > User Types > Schedule Request Access using the Can set multiple buildings permission.

 

Adding more than one occurrence schedule

To add a second schedule to a request, click Add new schedule at the bottom of the Occurrence Schedules section.

Your site may also control whether your user type can do this. If you do not see the Add new schedule button, your user type may not have Enable occurrence schedules turned on. Contact your FMX site administrator.

💡 Note: Enable occurrence schedules controls whether you can add multiple occurrence schedules to one request. Can set multiple buildings controls whether those schedules can use more than one building.

Schedule Request Fields:

Request Type: This refers to the category of schedule request, such as Staff Event or Community Event.

Event Name: This is the title of the schedule request or event.

FMX will create a unique ID for each schedule request when submitted.

Examples: Board Meeting, Girl Scouts, Youth Basketball Practice, Varsity Football vs. Central, etc.

Buildings: The building or buildings where the schedule request will take place.

Building example: High School

Resources: The specific area or location in the building where the event will take place.

Resource examples: Conference Room, Gym, Classroom

Starts: The date when the event will start. If this is an all-day event with no specific duration, check the All day box. If this is a one-time event that does not repeat, select the date of the event.

From: The time when the event starts.

To: The time when the event ends.

Repeats: This field refers to the frequency of the event. The options are:

• Never: The event occurs one time.
• Daily: The event occurs every selected number of days.
• Weekly: The event occurs every selected number of weeks on selected days.
• Monthly: The event occurs every selected number of months.
• Yearly: The event occurs every selected number of years.
• Custom: The event follows a unique cadence.

Daily

Every: The event will occur every day, Sunday through Saturday.

Ends: The event will end:

• The following week: The event recurrences will end the week after the original event date.
• The following month: The event recurrences will end the month after the original event date.
• The following year: The event recurrences will end the year after the original event date.
• After a certain number of occurrences: The event will end after the selected number of recurrences, including the first occurrence.
• On date: The event recurrences will end on a specified date.

Weekly

On: Select the days the event occurs each week by marking the appropriate checkboxes.

Example: An event that occurs on Monday, Wednesday, and Friday every week.

Every: The event will occur every selected number of weeks.

Ends: The event will end:

• The following week: The event recurrences will end the week after the original event date.
• The following month: The event recurrences will end the month after the original event date.
• The following year: The event recurrences will end the year after the original event date.
• After a certain number of occurrences: The event will end after the selected number of recurrences, including the first occurrence.
• On date: The event recurrences will end on a specified date.

Monthly

By: This refers to the way the schedule request repeats. There are four options:

• Day of month: The event occurs on a specific date each month, such as the 1st of each month.
• Day of week: The event occurs on a specific day each month, such as the second Friday of each month.
• Weekday of month: The event occurs on a specific date each month, excluding weekend days. For example, the first of each month unless it is a weekend, then the event moves to the first weekday.
• Weekend day of month: The event occurs on a specific date each month, excluding weekdays. For example, the first of each month unless it is a weekday, then the event moves to the first weekend day.

Every: The event will occur every selected number of months.

Ends: The event will end:

• The following week: The event recurrences will end the week after the original event date.
• The following month: The event recurrences will end the month after the original event date.
• The following year: The event recurrences will end the year after the original event date.
• After a certain number of occurrences: The event will end after the selected number of recurrences, including the first occurrence.
• On date: The event recurrences will end on a specified date.

Quarterly events will need to be set up as Monthly, every 3 months.

Semi-annual events will need to be set up as Monthly, every 6 months.

Yearly

Every: The event will occur every selected number of years.

Ends: The event will end:

• The following week: The event recurrences will end the week after the original event date.
• The following month: The event recurrences will end the month after the original event date.
• The following year: The event recurrences will end the year after the original event date.
• After a certain number of occurrences: The event will end after the selected number of recurrences, including the first occurrence.
• On date: The event recurrences will end on a specified date.

Biannual events will need to be set up as Yearly, every 2 years.

Custom

*On: If the event has multiple recurrences without a particular cadence, enter the individual dates.


 

Setup time: The time needed before the event starts for setup.

Teardown time: The time needed after the event ends for teardown.

On behalf of: If another user requested the event but did not directly enter the request in FMX, select their name here.

Attachments: If the event needs documentation submitted, such as seating charts or approval forms, you can add those files here.

Upcoming reminder: Receive an email notification a selected number of days before the event's start date.

Followers: If you would like to add other users as followers to the event, select their names here. Followers can receive progress update notifications.

Custom Fields: Custom fields are available if you need to add other required or optional details to your schedule request form. Custom fields must be added by a site administrator.

Once you have completed filling out the form, click the red Submit button at the bottom of the page.

*FMX offers the ability to mark events as private to limit visibility to particular user types. This setting must be enabled by a site administrator. 


 

Shortcuts Using the FMX Calendar:

Shortcut 1

1. From your calendar, click on New Request button in the upper right-hand corner and select Schedule Request

Shortcut 2

1. From your calendar, click the day for which you would like to create a request.
2. Select Schedule Request.

This option will prefill the Starts date with the date you selected.

 

3. A new window will open for you to complete the details of your request. When finished, click Submit. 

💡 Note: If you have many schedule requests to add, it may be more efficient to use the Schedule Request Import Instructions.

FAQ

How do I add a second schedule to a request?

Click Add new schedule at the bottom of the Occurrence Schedules section. If you do not see the button, your user type may not have Enable occurrence schedules turned on. Contact your FMX site administrator.

Why can’t I choose a different building on another occurrence schedule?

Your user type may not allow scheduling requests in multiple buildings. If this permission is turned off, all occurrence schedules in the request must use the same building.

If you need access to schedule across multiple buildings, contact your FMX site administrator.

Can I use multiple occurrence schedules in the same building?

Yes. Occurrence schedules can be used for different dates, times, or repeat patterns within the same building.

Can different occurrence schedules use different resources?

Yes, when those resources are available for the selected building and match your organization’s schedule request settings.

Who controls whether I can schedule across multiple buildings?

Your FMX site administrator controls this with the Can set multiple buildings permission in Admin Settings > User Types > Schedule Request Access.