How Galt Joint Union District Turned Facility Scheduling Into One System Everyone Trusts 

Organization Overview

Athletics, administrators, custodial teams, and community organizations all needed access to the same facilities. Galt Joint Union High School District used Arbiter Facilities Scheduler to give every department one shared system for scheduling, communication, and coordination. 

Results at a Glance 

• 3 campuses coordinated through one shared system  

• 40+ facility and community-use requests processed monthly  

• Reduced scheduling overlap and disconnected communication  

• Clear coordination for staffing, setup, and vendor oversight  

• Improved operational visibility across athletics, administration, custodial operations, and community use 

The Challenge

Facility coordination depended on emails, calls, and fragmented communication 

Before implementing Arbiter Facilities Scheduler, coordinating facilities across the district meant calling around, checking with multiple departments, and relying on informal communication to confirm availability. 
 

Athletics, administrators, custodial teams, student groups, and community organizations all needed access to the same facilities — often at the same time. 

Without one shared system: 

• schedule changes were communicated inconsistently   

• custodial teams lacked setup visibility  

• outside vendor changes created billing and compliance risks  

• departments operated from different information 

The district needed a better way to centralize scheduling, communication, approvals, and facility coordination across campuses. 

The Solution 

One shared system for scheduling, communication, and coordination 

With Arbiter Facilities Scheduler, Galt JUHS created one centralized system for facility scheduling across athletics, administration, custodial operations, and community use. 

The district centralized: 

• facility requests and approvals  

• schedules and setup notes  

• vendor agreements and compliance tracking  

• cross-campus communication  

The district also organized scheduling around departments and programs rather than individual staff members — helping operational history and event records stay consistent even when roles change. 

Having everything in one location makes it easier to operate… without it, it’s just too many moving parts.

— Gail Klein | Maintenance & Operations Clerk, Galt JUHS 

The Results

From reactive coordination to operational certainty  

1.Proactive Custodial Planning 

Custodians receive a rolling schedule of facility activity before the day begins, including: 

• setup notes  

• room requirements  

• event details  

• facility usage changes  

Now custodial teams plan routes, setup, and cleaning proactively instead of reacting to last-minute communication. 

It’s helped them immensely because they get the email, scan it, and know exactly what they need to do. If there’s notes, they know, ‘I need to set this up, I need to clean that.

— Gail Klein | Maintenance & Operations Clerk, Galt JUHS 

2. Better Staffing and Operational Planning

Principals, athletic directors, maintenance staff, and administrators now work from the same live calendar instead of relying on calls, emails, or verbal updates. 

Teams can more easily: 

• confirm availability  

• coordinate staffing  

• plan overtime and weekend coverage  

• prepare facilities in advance  

• identify conflicts before they become problems  
   

Better visibility into upcoming facility activity also helps the district make more informed staffing and overtime decisions before issues become expensive last-minute adjustments. 

3. Stronger Vendor Accountability

Scheduling, approvals, and agreements are now tied directly to event records — giving the district better visibility into: 

• facility usage  

• vendor activity  

• cancellations and schedule changes  

• billing and overtime needs  

Invoices now reflect actual usage instead of only the original request. 

4. Accountability That Doesn’t Depend On Who You Ask

Every booking, approval, and schedule change is now tracked in one shared system. Overlap has been reduced, accountability has improved, and departments across the district operate from the same operational picture. 
 
By organizing scheduling around departments instead of individuals, operational history also stays with the district when staff change.  

Bring Every Department Onto the Same Page

Arbiter Facilities Scheduler gave Galt JUHS one place to manage scheduling, coordinate staff, and stay ahead of what’s happening across every campus. 

For districts managing athletics, administration, custodial operations, and community use together, the outcome is clear: fewer surprises, better coordination, and one shared system everyone can trust. 

One System. No More Surprises.

Centralize scheduling, staffing visibility, approvals, and community use coordination in one shared operational system.