Software for Education and Industry

Group Scheduler 2.2 Help

Getting Started:
Create a Schedule:

Print a Schedule:

Create a Roster:
Print a Roster:
Save a File:


Group Scheduler helps you schedule  presenters, groups, locations and activities.

Activities can be entered on a presenter, group, location, or activity schedule, and the other three schedules are built automatically. So you can build schedules in a Round Robin manner or jump from one type of schedule to another as desired. 

If a scheduling conflict occurs (i.e.: a presenter, group, or location is busy when you are trying to schedule it), the program alerts you. This program is designed for department heads, camp directors, seminar coordinators, school principals, or anyone who has to schedule multiple groups and presenters at different locations and times. 

You can also create a roster of members in a group along with their contact information.

A presenter can be a teacher, camp counselor, team leader, host, meeting chair, coach, tour guide, or anyone leading a group.

A group can be 1st graders, sophomores, calc I students, the choir, flute players, re-hab I, quarterbacks, or any group of people gathered together for a common purpose.

A location  can be a classroom, meeting room, area of an outdoor camp, building, city, or anywhere a group assembles for a particular activity.

An activity can be english 101, calc II, break-out session A, sailing, volleyball, nap-time, prayer meeting, budget meeting, or anything for which a group is gathering.

Getting Started:
Group Scheduler requires no setup or installation on your computer.  Simply navigate to the folder containing the Group Scheduler program and double-click on Group Scheduler.exe to launch the program.
Your screen should look like Fig. 1 below:

Fig. 1  Opening Screen


Click on OK, then click on File in the upper left-hand corner to start a New File or Open an existing file. If you are starting a New File, do not add an extension to the file name.  ie:  Enter newfilename, not newfilename.db.  The .db extension will be added for you.  To open a sample file, click on Open File, then click on "example camp schedules.db" to open it.   Note that there are other examples in the folder that you can open later.

Once the file is opened, you will see the screen below.

Fig. 2  Screen after a file is opened

Screen after a file is opened

Notice that the name of the open file, along with its path, is shown at the top of the screen.  Click on OK, then click on View.

Once you click on View, you will see the screen below.

Fig. 3  Screen after View is clicked

Screen after View is clicked

Now you can click on Presenters, Groups, Locations, or Activities to begin scheduling activities on that type of schedule.  Any activity you schedule on one of these schedules will be automatically entered on the other 3. Once an activity is scheduled for a Group, you will be able to add members to that Group by clicking on Rosters.

Create a Schedule:

Click on View>Presenters to see the screen below. We could just as easily have clicked on View>Groups, View>Locations, or View_Activities to work on those schedules instead.

Fig. 4  Screen after Presenters is clicked

Screen after Presenter's is clicked

Now you can enter a new Presenter in the drop-down box, or choose an existing Presenter to work on their schedule.  Click on Show Schedule to see Brook's schedule.  Your screen will look like Fig. 5 below.

Fig. 5  Screen after Show Schedule is clicked

Screen after Show Schedule is clicked

The calendar will move to the first date of the Presenter's activity.  If you are starting a New File, the calendar will move to the present date.  You can click on the calendar to schedule activities on any date you desire.

Notice that this Presenter (Brooks) is teaching swimming on Wednesday at 9am.  Click on that activity to see its details.  The Activity Details screen will open as shown in Fig. 6 below.

Fig 6  Screen after an activity is clicked

Screen after activity is clicked

The Activity Details screen is where you enter details about the activity.  If there is no activity scheduled on the time slot you clicked, the combo boxes will be empty of course.  You can enter a new Activity, Group, or Location, or just pick an existing one from the drop-down boxes.  You can also set the stop time for the activity and add any notes for the activity.

You can Cancel any editing by clicking on the Cancel button, Delete the activity by clicking the Delete button, or Save the activity by clicking on the Save button. If there is a scheduling conflict, such as a Group, Location, or Presenter  being busy during the time you are trying to schedule it, the program will alert you and the details will not be saved until you resolve the conflict. 

Once an activity is saved to a time slot, it can be copied to another time slot by doing the following:

Check the other schedules:
Click on View > Groups > 8-10 yr olds > Show Schedule.  Your screen should look like Fig. 7 below.

Fig 7  Screen after  View > Groups > 8-10 yr olds > Show Schedule is clicked

Screen after group is clicked

Click on the swimming activity at 9am on Wednesday to confirm that the presenter is Brooks. Similarly you could click on View > Locations > Pool > Show Schedule to see that activity (and all other activities in the pool), or View > Activities > Swimming > Show Schedule to see just when swimming is offered.  You can go back and forth and schedule on whichever type of schedule you prefer (Presenter, Group, Location,  or Activity).

Print a Schedule:

To print a schedule being displayed, press and hold the Windows key while pressing the PrtSc (print screen) key.  This will copy the screen onto the Window’s clipboard. Then open Paint or any other image viewer program and Paste the schedule into the program.  You can then crop (if desired), save, and print the schedule. Alternately, use the Snipping Tool located in the Windows Accessories folder of Windows 10 to copy and print the schedule.

Create a Roster:
Creating a Roster for a Group is optional.  You don't need a Roster to schedule Activities for a Group.

Click on View>Rosters, then click on Groups and choose 8-10yr olds.  Your screen should look like Fig. 8 below.

Fig 8  Screen after  View>Rosters is clicked and a Group is selected

Screen after Rosters is clicked

Here you can select a Group to see its members, select a member to add contact information, Delete a Member, Add a New Member,  and Delete All Members. If you Delete All Members, or if a Group has no members, the Group will remain and activities scheduled for the Group will not change.

You can also Copy a member, along with their contact information, and Paste that member into another Group in the event that someone is a member of more than one Group.

Click on a the member Jim Davies, then click on Show Member Details.  Your screen should look like Fig. 9 below.

Fig 9  Screen after Show Member Details is clicked

Screen after Show Member Details is clicked

Here you can add contact information about the member, if desired, then click on Save Changes or Cancel Changes to return to the Rosters screen.

Print a Roster:

Click on the Print Roster button shown in Figure 8 aboveYour screen should look like Fig. 10 below.

Fig 10  Screen after Print Roster is clicked

Screen after Print Roster is clicked

After the roster is displayed, click on the printer icon in the upper left-hand corner to print the roster.

Click on the X in the upper right-corner of the screen to close this screen.

Save a File:

There is no need to periodically save your file.  The activities and their details are saved as you build the schedules and rosters.

If you want to rename your file, close the Group Scheduler program then do the following:

If you want to keep the old file and create an identical second file with a different name then do the following:   (check this!!!!)