Lukkarikone User manual

Principle of Use

Lukkarikone is a separate view that displays the reservations made and published in Peppi’s resource planning and booking tool. As a student, you can see your own timetable in Lukkarikone and you can assemble new timetables. Teachers can also create timetables in Lukkarikone based on their teaching schedules.


Unauthenticated users can view the course offerings, but only authenticated users can create and modify timetables.

Vocabulary

Basket           When you select implementations for your calendar, they are moved into the basket. The system creates a timetable based on the contents of the basket. The basket and the timetable have the same name.

Automatic Schedule

When you log in to Lukkarikone, the program updates your automatic schedule based on the following reservations.

Student        1. Reservations of your course implementations (implementations for which you have registered)    

                      2. All reservations of your groups

                      3. Your groups’ reservations that are not connected to course implementations, e.g., sports days

                      4. Implementations whose subgroups you have been assigned to

Teacher        1. You are assigned to a reservation – reservation other than teaching                                      

                     2. You are assigned to a reservation – teaching reservation (for teachers)

NOTE! The above choices cannot be removed or added to the automatic schedule. However, in other timetables, you can remove or add options 1-3. If you have the peppi.teacher role in Peppi, you can also add the “Teacher” row choices 1-2.

Point 4, i.e. “Implementations whose subgroups you have been assigned to,” is only available in the automatic schedule.

Search Functions

With the search, you collect information (groups and course implementations) into the study basket, based on which a timetable is composed. With the search, the user specifies under which conditions the system creates a timetable. The conditions can be course implementations, group IDs, or spaces. The conditions are collected into the study basket, and based on them, a timetable is created and can be seen in the saved timetable.

Creating a Schedule

Click the arrow (  ) in the top right corner of the page and select Calendar Admin.

Creating a New Schedule

  1. Go to the Calendar Admin view.
  2. Under the “Calendars” list, select Add New Calendar .
    • "New Calendar" -window opens.
  3. Enter the name of the basket and select Save.
    • The name can be up to 30 characters long.

You will find the new schedule in the "Schedule" dropdown menu at the top of the page.

Adding Implementations, Groups and Spaces to a Timetable on the "Calendar" Page

  • You cannot add content to the automatic schedule.
  • If you select Hide Hidden Events from the search results list, you can make them visible again by selecting
  • If the search result row has a basket icon , the item is already in your basket.

A schedule can be created in three different ways, either directly as a group schedule (compiled based on group ID), or alternatively by collecting course implementations into the basket and fetching the space reservations for the selected course implementations. Schedules can also be created by collecting both implementations and groups in the study basket.

Schedule Based on Group ID:

  1. In the “Group search” view, type the group ID you want (you can also search by just typing the first three characters of the group ID) and click “Search.” If there is only one search result, you will go directly to the schedule view – otherwise, results are displayed on the screen.

       

       2. The search results will list all groups whose name matches the search criteria and that have reservations in Metropolia's room booking system.

       3. Select the desired group by clicking the +Add icon next to the group. NOTE! The Add button is not active if you have the Automatic Timetable view selected.

       4. Your selection is now in the basket, indicated by the icons below, i.e., a basket and a remove button next to it.

       

       5. You can now view the timetable for the group you have selected. The timetable will show all the room reservations directly linked to the group.

Schedule Based on Course Implementations:

This search differs from the previous one in that here you first search for course implementations and then fetch the reservations for the implementations from Peppi/OMA, and create a schedule based on them (in the previous, you searched for group reservations; now, implementation reservations).

The user must specify in this search for which implementations the room reservations are fetched.

  1. Click “Realization search” on the left; a different search view should appear. You can search for course implementations by the implementation’s name or ID (or part of the name), teacher’s name, or based on the group ID. You can also specify the time interval in which the implementation is set to start. Then click “Search.”

       NOTE! (staff): When searching by a teacher’s name, the teacher must have assignments marked for these implementations; just being responsible is not enough to produce search results.

       

       2. The search results will now show all implementations matching your criteria. Note that a maximum of 100 search results are displayed at a time – you can narrow the search if needed.

       Filtering: You can filter results using the facets above the results.

       The last column before the Info and +Add icons shows possible overlaps. If there are overlaps, the system will display an indicator bar, which shows the number of overlapping hours, and you can view overlapping events using the system’s Show Overlaps button.

       In the search results, you can add implementations to the timetable by clicking the +Add icon at the end of the row.

       For example, search for implementations for group “KXH22S2.” The result is 4 implementations. If you search for “KXH,” you get 29 results – all implementations starting with KXH, with group IDs beginning with that letter combination. 

       Tip: You can click the name of the implementation to see more detailed information about the course implementation.

       3. Once you have gathered all the implementations (and other reservations) you want into the study basket, you can move to the timetable view to view the timetable. You can also remove individual implementations from the basket by clicking the X next to the                 i         implementation’s name.

Schedule Based on Spaces:

Searching for a teaching room

  1. Select Location search in the upper left corner of the page.
  2. Enter part of the room’s name or ID in the field.
  3. Select Search. A list of results appears below the search box.
  4. Add a space to the basket by selecting +Add.

Filling in Gaps (Free Periods)

If there are empty slots in your calendar and you want to find courses for them, use the gap search.

  1. Click an empty spot in the calendar view or highlight a desired time interval for a day.
    • The “Free period search” window opens.
  2. You can filter the search by degree program, teaching language, teaching location, as well as the date and length of the free period.
    • If you want to edit the date, choose the desired day and time from the calendar menu and click NOTE! Clicking only the date does not confirm the selection.
    • The list of results opens in the search window.
      • The implementation row lists all reservations for the implementation and possible subgroups.
    • If an implementation has subgroups, there is an arrow before the result; click it to show the groups.
  3. Add an implementation or subgroup to the basket by clicking +Add.
Overlaps

If a lecture found in the Free period search takes place at the same time as your existing reservations, you’ll see detailed info in the “Overlaps” column. The courses with the least overlaps appear first in the search results.

The search checks all reservations for the implementation that are not in your basket and checks how many hours overlap with the reservations in your basket. The red bar shows overlaps. Only future events are considered in the calculation.

For more information, click Show overlapping. The popup tells you the names and times of the reservations as well as the exact duration of overlaps.

Removing Implementations, Groups, and Spaces from the Basket

  1. Select Index at the top of the page.
  2. Select Realizations, Group ID(s) or Room.
    • If you want to remove subgroups, you can show them by clicking the arrow before the implementation’s name.
  3. Find the implementation, group, or space you want to remove from the list and click the trash bin icon next to it .

Viewing Reservation Information

  1. Select Calendar at the top of the page.
  2. Click the reservation you want more information about.
    • If you want to hide a reservation, select Hide Event in the implementation window, and then Show hidden events in the top right corner of the calendar view.
    • The visibility of the reservation’s description depends on the settings of the higher education institution. Lukkarikone retrieves it from Peppi’s “Additional information” field, and it can be hidden if, for example, there is information not intended for public display. If the field is empty, the description will not be shown in Lukkarikone.

Reservation Colors

The color boxes found in the top corner of events indicate the background color, which is determined based on their implementation, group, or room information, making them distinguishable from each other in the schedule.

Changing the Name of the Schedule

You cannot edit the name of the automatic schedule.
  1. Go to the calendar management view.
  2. Next to the calendar, select > Edit.
  3. Enter the new name in the field and select Save.

Adding Notes

Notes are specific to each schedule / calendar.

Notes cannot be edited afterwards.
  1. At the top of the page, select Index > Notes > +Create a new note.
  2. Enter your desired text in the field and select Save.

Viewing and Deleting Notes

  1. Go to the calendar management view.
  2. Select the note icon next to the calendar name. The number on the icon indicates the number of notes.
The program does not ask for backup to delete the note. The deleted note cannot be recovered.

If you want to delete a note, select the trash bin icon .

Setting the Default Schedule

The default schedule opens automatically when you log in.

  1. Go to the calendar management view.
  2. Next to the calendar name, select > Choose as default schedule.

Sharing the Calendar Link for the Schedule

You can synchronize your timetable with, for example, your Google or iCloud calendar.

  1. At the top of the page, select Index > Share Calendar or go to the calendar management view and next to the calendar name, select > Create share link.
    • This action creates an iCal-link.
  2. Copy the link and add it to your desired calendar. The sharing will update according to the time intervals you have set in your calendar application.

If you want to stop calendar synchronization, select Remove calendar sharing from the menu mentioned above.

Deleting a Calendar

You cannot delete the default calendar or the automatic schedule.
The program does not ask for confirmation of the removal of the schedule. Unable to restore deleted calendar.

Go to the calendar management view and next to the calendar name, select > Delete.