Event Management System (EMS) Room Scheduling Guide

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1 Event Management System (EMS) Room Scheduling Guide Tables of Contents How to Request a reservations using EMS... 1 View My Request... 8 Browse Events Browse Facilities Browse Spaces How to Request a reservations using EMS 1. Go to the website Click on the Request a Reservation button. 1

2 2. You ll then be directed to the home page for Virtual EMS. 3. Click on My Account then click on Log In. 2

3 4. Log In with your USU banner A# and password. 5. This will bring you to this screen. Click Reservations at the top for a drop down menu, select the room/space you are looking to request. 3

4 6. Once you ve selected the room/space the reservation details screen is displayed. The right pane includes information regarding the room/space (i.e. scheduling details, rooms available, rules and regulations and contact information). a. Complete the information in the left pane regarding the reservation, Date, Start & End Times, and how many people are planning to attend. You can also select anything in particular you are looking for in the room you need under Available Filters. b. Then click on Find Space. 4

5 7. This will lead you to a screen showing available rooms that match your criteria. Click the Green Arrow to Reserve 5

6 8. You can click on a room name (i.e. 105A 1 st Floor Conference Room) to see details regarding the room including pictures of the room. 9. Select the Green Plus sign for the room you would like to reserve. 10. Then click Continue. 6

7 11. Next the screen will pop up requesting your event details: a. Enter the Event Name and Event Type. b. Select your name form the 1 st Contact dropdown list. c. Once the form is complete click on Submit. 12. A small screen will pop up, just close this screen (you may have to wait for an approval, and this box will indicate that). 7

8 13. Your reservation request details will be displayed. 14. If the room requires approval, processing takes approximately one business day. Upon approval you ll receive an confirmation. How to View my Request 1. You will begin by clicking on the Reservations Tab at the top, then selecting View My Requests. 2. This will take you to the Reservations Page. From this page you can view: a. Current Reservations: A list of future reservations this list includes the booking details and the status of the reservation (i.e. Pending/Confirmed). 8

9 b. Historical Reservations: A list of all past reservations that you have made. c. Calendar: A calendar view of your future reservations organized by date/time. 9

10 Browse Events 1. Click the Browse button and select Browse for Event. 2. From here you can view all reservations made in EMS. Lists can sort by Date, Location, or Group or Filtered by Facility (building), Room, Event Type, Event Name, or Group Name. 10

11 a. Daily List: A day by day list of future reservations. b. Weekly List: A weekly by week list of future reservations. 11

12 c. Monthly List: A month by month list of future reservations. d. Weekly Calendar: A weekly calendar view of future reservations. 12

13 e. Monthly Calendar: A monthly calendar view of future reservations 13

14 Browse Facilities 1. Click the Browse button and select Browse for Facilities. 2. From here you can view all reservations made in EMS. Reservations can be Filtered by Facility (building), Room Type or Setup Type. 14

15 a. By setup type: Future Reservations organized by Setup Type b. By room: Future Reservations organized by Room 15

16 Browse for Spaces 1. Click the Browse button and select Browse for Space. 2. This will bring up a list of rooms that are available for you to reserve. From this list you can see where availability might be. This list can be filtered by date and facilities (Building) to narrow down the reservation displayed. 16

17 3. From there you can click on a room and get the room details, features, availability, and pictures. NOTE: You cannot schedule your reservation from this screen; you can only view details and availability. You must go back to the reservations tab and select a room/space to schedule your event. 17

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