An Introduction to Group Classifications

ML Schedules™ K12 Facility Request Software provides the ability to create Group Classifications for different types of Groups (e.g., internal staff, non-profit and fundraising community events, etc.).

If your district opts to use Group Classifications, it is recommended that you do so on a district-wide basis; you should apply Classifications to all spaces and users. (See the related Notes at the bottom of the page for more information.)

There are three basic steps that an Admin needs to perform to use Classifications at a district:

Menu Locations
  1. Define Classifications for your district using the Admin > District Settings > Manage Classifications command.
  2. Assign appropriate Classifications to existing Groups using the Admin > District Settings > Manage Group Classifications command. (New Groups should be assigned a Classification upon Group set up.) Managers of existing and new Groups can request a specific Classification (via the Edit Group Profile screen) which the Admin can then approve or re-assign.
  3. Customize the following Facility Request settings for each Classification using the commands shown at the right of the chart below:

    Space Usage Fees

    Admin > District Settings > Manage Spaces


    Bypass Approval Process
    for select or all internal district groups

    Admin > District Settings > Manage Classifications


    Bypass Min./Max. Days Notice Required
    for select or all internal district groups

    Admin > District Settings > Manage Classifications


    Require Insurance Information
    for select or all internal district groups

    Admin > District Settings > Manage Classifications


    Once made, these settings will automatically be applied to all future Facility Use Requests based on the Classification of the Group making the Request. This will reduce the amount of labor required to manually customize Request responses and approvals.

    Manage Classifications Screen

Example of a Typical District's Group Classification Settings

Group Classification Description Space Usage Fee Examples Bypass District Settings...
Approval Process Days Min/Max Insurance Required
1 Classification I. All District school groups and organizations that are permitted the use of school building at no charge.
  • Gym: $0
  • Auditorium: $0
  • Classroom: $0
yes yes no
2 Classification II. Community Education programs, scouts and governmental that are not charging admission or hosting a fundraising event.
  • Gym: $0
  • Auditorium: $0
  • Classroom: $0
no no yes
3 Classification III. Groups from Classifications I and II or youth groups that are charging admission; senior-citizen groups or special classified organizations that are working directly with the school on a particular activity with a benefit to the schools; other non-profit organizations.
  • Gym: $50
  • Auditorium: $75
  • Classroom: $25
no no yes
4 Classification IV. Residents using facilities that are in business classifications or private groups but not a part of a service club or school related or youth related program. These groups and agencies must have 75% of their users residents or employees from the District.
  • Gym: $100
  • Auditorium: $150
  • Classroom: $50
no no yes
5 Classification V. This group must also consist of 75% residents or employees in the District but this particular need for facilities results in the attempt to gain profit from the activity. E.g., a local service club supporting an activity that has no benefit to the local schools or organization, and offers activities to District residents for personal profit or fundraising.
  • Gym: $100
  • Auditorium: $150
  • Classroom: $50
no no yes
6 Classification VI. This is for all other groups not included in Group Classifications III, IV, and V. E.g., a state- or region-wide organization holding a program in the district.
  • Gym: $150
  • Auditorium: $200
  • Classroom: $80
no no yes

Group Classifications Related Notes

  • The Space "Rate Per Hour" is the default fee for Groups that don't have an assigned Classification; the entry should be the highest-cost usage fee applied to external (community), for-profit groups and/or fundraising events. Other Group Classifications fees should then be entered in descending order with a $0 space fee used for internal district groups and other appropriate classifications.
  • Admins have the ability to manually override Classification-based usage fees during the approval process from the Request Details screen.

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“MLSchedules™ Software has streamlined the building use request process for our district. Requests that used to take minutes to process now take seconds. That's a big deal when you think about the volume of requests that we receive in a school year. The software is as convenient for the people making requests as it is for the people processing them. Emails are generated any time a request is acted on. A requester can see their request in our building use calendar the instant it is approved. I have used both paper requests and electronic form requests in the past. I couldn't imagine ever going back now that I've seen what ML schedules can do."
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