*UPDATED* Blackout Dates, Evanced Migration and More

To prepare for our transition from Evanced to LibraryMarket for our online calendar and room booking system, we’ve created the following timeline.  

Information for Operations & Office Staff

Our new room booking system will be used to manage all public and private meeting spaces, including administrative meeting rooms previously booked using Outlook room calendars. Staff who previously booked rooms must be trained to use the new room reservation system. Two 1-hour trainings have been scheduled for the afternoon of March 7. Please enroll in one of these trainings in EduBrite. In the Events box on the right side of the screen, click the Upcoming tab and then subscribe to the training you wish to attend. More training sessions will be scheduled after the launch of the new room booking system on March 25.

Information for Access & Engagement Staff

Access and Engagement Managers must attend Train-the-Trainer sessions the week of February 18 – 22. Access and Engagement Managers will be responsible for training their staff on how to use the new calendar and room booking system. Three open lab sessions are scheduled for the week of March 4. If you have attended a training and would like additional practice using the new system, please sign up for an open lab session. In the Events box on the right side of the screen, click the Upcoming tab and then subscribe to the training you wish to attend.  

All library staff should be trained to use the new system by March 25.

Timeline for All Staff

Monday, February 18 – Friday, February 22

• Library Manager, Engagement Manager, & Access Manager training.
• Library Manager, Engagement Manager, & Access Manager will receive their login information at their specified training.
• A welcome email will be sent to all other users to with a link to log into our test site.  Staff will be prompted to change their password when first visiting the test site.  
  • ​This email will be generated by the system to ensure staff have access to practice prior to our launch.  Please note:  no new content (events or room reservations)  should be added until individuals have completed their training.  

Thursday, February 28

• Last day to add new programs in Evanced.
• Last day to hold space for upcoming programs in Evanced.

Friday, March 1

• This is the last day to use the Outlook room calendars for administrative (i.e. nonpublic) meeting room reservations. Going forward, all administrative meeting room reservations will be booked using our system from LibraryMarket. Any last-minute administrative meeting room reservations for March 1 – March 25 can still be placed using Outlook but a historical record of those reservations will not be migrated to the system.
• Any changes made to existing administrative meeting room bookings taking place after March 1 will not be migrated to the new system.
• No new administrative meeting room reservations should be made in Outlook for any date after March 25.  Please contact CIS to ensure room availability for meetings on or after March 25.

Sunday, March 3

• This is the last day to add attendance numbers for February programs using Evanced.

Thursday, March 7

• There will be room reservation system trainings for office staff in the Route 66 lab at the Downtown Library from 1:30-2:30 and from 3:00-4:00.

Thursday, March 14

• This is the last day to make any changes to the Evanced calendar and meeting room reservations, including reserving rooms for upcoming programs.
• Study rooms will continue to be booked using Evanced. Historical data of study room reservations will not be migrated to the new system.
• Any changes made to Evanced calendar events and meeting room reservations after March 14 will not be migrated to the new system.  
• From March 15-March 25, any changes to existing meeting room reservations should be entered this online spreadsheet and then entered into the new room booking system after it goes live on March 25.
• Cut-off date to receive customer registrations for events in Evanced for programs between now – March 14. Customers will be unable to register for programs happening after March 24 in Evanced. Registrations will be open on March 25 in the new system.
  
  • EPS will work with libraries to update the registration due dates to end on March 14 or suspend the registration for events happening after March 25.  They will prepare a list for each library who this will impact.
  • If you have programs requiring registration during the interim, please use a log at your location to ensure individuals are registered.

UPDATED 3.25.19

Monday, March 25

• This is the deadline for all Access and Engagement staff to be trained on the new system calendar and room booking system.
• Reservations for study rooms will resume using the new system. All room reservations will be managed using the new system, i.e. discontinue the use of paper logs for room reservations.

Tuesday, March 26

• We launch the redesigned website and new calendar and room reservation system from LibraryMarket.
• Reservations for administrative meeting rooms will resume using the new system.
• Adding programs can resume using the new system.
• Reservations for meeting rooms will resume using the new system.  Customers will be able to request study room reservations online and will be able to pay for meeting room reservations online.

Wednesday, April 3

• This is the last day to add attendance numbers for March programs using new system.

Timeline based on Task

Account Information

• Library Managers, Engagement Managers, & Access Managers receive account access:  February 18 – 21
• All other staff receive account access: week of February 18

Training

• Train-the-Trainer:  February 18 – 21
• Local Trainings:  February 19 – March 25
• Open Labs:  March 4 - 8
• Office/Department Staff Training (Downtown):  March 7
• Office/Department Staff Training (Service Center):  TBA

Events

• Adding Events
  
  • February 28:  Last day to add new programs in Evanced.
  • March 14:  Last day to make changes to programs.
  • March 25:  Start adding new programs to new system.
• Attendance
  • March 3:  Last day to add attendance for February programs in Evanced.
  • April 3:  Last day to add attendance for March programs in new system.
• Registering to Attend a Program
  • Now – March 14:  Programs happening within this timeframe will be accepting registrations.  Registrations will not be imported to new system.
    
    • March 25:   Registrations open in new system.

Meeting Rooms

• Administrative Rooms
  
  • March 1:  Last day to book administrative rooms in Outlook.
  • March 25: Administrative room reservations resume using the new system.
• Meeting Rooms
  • March 14:  Last day to make changes to meeting room reservations, including reserving rooms for upcoming programs, in Evanced.
  • March 25: Meeting room reservations resume using the new system.
• Study Rooms
  • Now-March 24: Study room reservations made using Evanced.
  • March 25: Study room reservations begin using the new system.

These dates are fast approaching, so we appreciate your work in ensuring that you and your staff are trained before the new system is launched to the public.

If you have any questions, please contact Kellie Delaney, Tim Spindle, or your Regional Director.