Note that this tutorial uses ECM templates as an example, but the process is the same for all WC templates as well.

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1 USING VIRTUAL EMS TO MAKE A ROOM REQUEST: Note that this tutorial uses ECM templates as an example, but the process is the same for all WC templates as well. Point your web browser to ( hover over My Account and log in using your address and the starting password (usually 52333). Once you ve logged in, hover over My Account and click Edit My Account. Go ahead and change your password then click save. Hover over Reservations and select a reservation template ECM Performance Venues, ECM Self Service, ECM Supported Reservations, or Registrar Room Request. A description of each template is as follows: ECM- Supported Reservations: Please use this template for an event that may require A/V or additional services and for recurring meetings that may require services in the future. Requests must be submitted by 4:30pm, 8 days prior to the desired reservation date. ECM- Self Service: Please use this template for requests that do not require assistance with the technology. Requests must be submitted by 12:30pm, 3 days prior to the desired reservation date. ECM Performance Venues Please use this template for events held in larger venues that require longer lead time to coordinate necessary services. Requests must be submitted by 4:30pm, 22 days prior to a performance event. Registrar Room Request Please use this template for Class related requests.

2 The next screen will be displayed. On this screen, fill out the request information that will guide how EMS searches for rooms. All fields marked with a red asterisk are required in order to search. Once you have selected a day, start time, end time and attendance information, click on Find Space. You can limit the search to a specific building (facilities) and/or search for a specific Room Type (located above the Find Space button). After clicking on Find Space, you will be presented with the results of your search. You have two options of viewing the results: in the List view which only displays rooms that are available for the criteria you chose, or Grid which will show all of the rooms, whether they are available or not. (Note it s best to limit the grid to a specific building).

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4 To select a location, click on the green plus sign to the left of the room. The room will appear in the Selected Locations area. If you click on the red X next to one of the days/rooms, it will remove the location from your selections. You can choose multiple rooms if your event requires it, but please do not use Virtual EMS to request rooms just to hold spaces. If you d like to see information about the room, such as available feature or a photograph click on the room name/number that is highlighted in blue.

5 Once you have chosen the room(s) for your event, click on the Details tab next to Location. Again, you will need to fill out all fields that have a red asterisk. Event type can be chosen from the available options. Under Client Details, your department will appear under Client. If you represent multiple departments each will appear in the drop down list. In the 1 st Contact list, you can choose yourself or designate another contact in your department. Note that the person you select will receive the confirmation and any cost estimates if services are requested. This will automatically populate the Phone and fields (as long as this information exists in EMS). If you d like to include additional information for the Reservation Coordinator please enter it here. Please answer any relevant questions regarding your event. Note that each template may have different questions. Required fields have a red asterisk. If you have any additional needs, please indicate these under Additional Items. Expand each field by clicking the + sign to the left of the category.

6 Once you have completed the entry, indicate that you agree to the terms and conditions by checking the box to the left. If you d like to view the terms and conditions, click on View highlighted in blue. When completed you may submit your request by clicking Submit Reservation. Once you ve submitted the request you ll see the view shown below.

7 RECURRING BOOKINGS: Virtual EMS allows a user to schedule recurring events. For instance, if you have a meeting that meets at the same time on the same day throughout the year, you can specify the date recurrence when making the reservation request, which will save you from having to make the same reservation over and over, and allow you to choose a room that will be open for all dates. Next to the Date field, click on the Recurrence button. This will open the following pop-up: Use the slider on the right side of the popup to center the recurrence screen. As always, fields marked with red asterisks are required. You can set recurrence patterns, how often the event recurs, and the range of the recurrence. Note that you will get an error if you attempt place a booking beyond the closing date of the template, typically the last day of reading period in the spring semester. As shown in the an example below: If you would like to have a meeting every Wednesday from 10am- 11:00am for 6 weeks, enter 10am as the start time, 11am as the end time, the recurrence pattern as weekly, that it would recur every 1 week on Wednesday. The start date must comply with the template you ve chosen; in this example at least 8 days from the date you re placing the request. Once finished, click on Apply Recurrence.

8 Once you have applied the recurrence, search for available space by clicking Find Space. The results displayed look very similar to those for one day bookings, however note the field marked Available. Each room displayed lists the number of bookings requested, and the number of times the room is available. This appears as a fraction; 6/6 means the room is available for each of the requests, 5/6 means the room is available for 5 of the 6 meeting times. The rooms with the most availability will appear at the top of the list. In the example below, all of the rooms that are displayed are free for all 6 of the requested dates. Note that the grid view is not available.

9 To select a location, click on the green plus sign. This will move the room to the Selected Locations field at the top of the window. You can remove any single date booking by clicking on the red X just as before. Additionally, the system will display any holidays that the event might fall on. If any of the requested dates fall on a holiday, it will be displayed next to that date under the selected locations. Once you have selected your rooms, click on the Details tab and complete the reservation request as normal. REVIEWING AND CANCELLING RESERVATIONS: If you d like to check your existing reservations, pending requests or old reservations you may do so by logging into the system, hovering over Reservations and clicking on View My Requests.

10 From this screen, you can look at your current reservations, your pending requests, or you can see past ( historical ) reservations. You can also search for a specific reservation if you have the reservation ID number or the event name. If you click on Show Cancelled, it will display your cancelled bookings. To make any edits, or get additional information, click on the name of the event. This will display details of the reservation, and also allow you to cancel some or all of the bookings that you have requested. You may also cancel bookings that have already been confirmed, but only beyond the request time associated with the template used to make the reservation. Within that time, please contact the appropriate reservation coordinator directly. Be aware that cancellation within 48 hours may incur charges. If your reservation was made with an ECM template please contact Lauren Heary at or Carol Amidon at For the Registrar template please contact Lori Reimherr or Sean Kunow For Wilson Commons (WC) templates please contact Saundra Peters Clicking on the Edit Reservation link will allow you to edit the name, event type and contact field of your reservation. Add Booking will allow you to make additional room requests to the already existing reservation. Cancel Bookings and Cancel All Bookings allow you to cancel either individual bookings in the reservation, or all the bookings attached to the reservation. You can also edit the individual bookings by clicking on the edit button or by cancelling them by clicking on the red X next to each booking. Clicking the green + under services will allow you to add services to your request.

11 Thanks for using Virtual EMS! We hope you find it a useful tool. - Event and Classroom Management & Wilson Commons Student Activities