Stevens Virtual EMS Users Guide
Contents
1. Data Projector L Polycom Find Space 33 Chapter 3 Reservations Menu 7 Optionally do one or both of the following otherwise continue to Step 8 Click the name of any room that you selected for the event to open the Location Details popup and then open the Availability tab on this popup to view the room s availability in either a Daily or Weekly view In the Availability grid click and hold the left mouse button drag the mouse to schedule the room for another date and time on a selected day and then release the mouse button to select the room multi sel ott PRAE Tis HERR YEE LE ELS LUI E RIL Ss arrow and a blue vertical bar is displayed 8 Click the option that indicates you have read and agree to the Terms and Conditions for reserving the room and then click Continue The Details tab opens You use the options on this page to enter the event details Figure 3 5 Room Request page Details tab 34 Q Browse 3 Reserva tions amp My Account LY Admin O Help Welcome Tammy Van Boening Location o bar ha a Pp 3 Meeting Details Occurs every Tuesday week s effective 7 2 2012 until 7 31 2012 from 8 00 AM 00 Al Meeting Name Meeting Type to 10 00 AM Meeting Meeting Internal Recurrence Group Details Areas Group all r Ha Facilities Denver E ist Contact Time zone x Q Mountain Time e Phone Fax Setup Information Email Attenda2. fe STEVENS E INSTITUTE of TECHNOLOGY Event Management Software EMS System Virtual EMS User s Guide gt ad 74 EVENT MANAGEMENT SYSTEMS Reserve Reg te Updated January 6 2015 Chapter 1 Logging into and out of VEMS You can access VEMS through any standard Internet browser The Stevens VEMS website is located at https emsweb campus stevens tech edu VirtualEMS To log into VEMS 1 Open an Internet browser session 2 Inthe browser s address field enter the VEMS URL Ta Stevens VEMS URL https emsweb campus stevens tech edu VirtualEMS The VEMS Default page opens Figure 1 1 VEMS Home page Systems z schedule ciary irtual EMS Welcome Guest Powered by ZEB 3 Under My Account click Log In The VEMS Login page opens Figure 1 2 VEMS Login page Systems x Schedule ciary Virtual EMS Welcome Guest User Id Password Login Email me my password Powered by Getting Started with VEMS 4 Inthe User ID field enter your Stevens username 5 Inthe Password field enter your Stevens password 6 Click Login The toolbar on the VEMS Default page is updated with the following menu options Browse Reservations My Account and Admin The My Account option is also displayed In the upper right corner of the Default page Welcome lt User Name gt is displayed Figure 1 3 VEMS Home page Event Management Systems schedule ciary Virtual EMS
3. m en E F N New Booking p Q Locate Group Browse Facilities Click the Home icon at any time to return to the Mobile VEMS Home page Click the My Bookings icon to open a page on which you can view all the bookings that you have made in VEMS Click the New Bookings icon to open a page on which you can enter bookings in VEMS Click the Groups icon to open a page that lists all the groups for which you can make a booking in VEMS You can also search for groups on this page Click the Browse Facilities icon to open a page that lists all the facilities that you can book in VEMS You can also search for facilities on this page Note A Map icon might be displayed next to a facility Click this icon to view the location of the facility on a map T
4. has but this single booking then click Back to Reservation Summary page e Ifthe reservation for which you edited the booking has multiple bookings then do one of the following e Toadd the booking detail to just this selected booking click Back to Reservation Summary page e To add the booking detail to one or more of the other bookings in the reservation click Add to Additional Bookings You return to the Booking Details tab Select the appropriate bookings to select all the remaining bookings in a single step select the blank checkbox in front of the Date column heading and then click Save You remain on the Booking Details tab The newly added booking detail is displayed on the Existing Services tab 60 Chapter 3 Reservations Menu To edit and or cancel services for a booking After you click the Add Edit Services icon 3 next to a booking the Booking Details tab opens This tab displays not only summary information for the booking event name event date location and so on but also the services that are available for adding to the booking Available Services tab and the services that have already been added to the booking Existing Services tab Figure 3 25 Booking Details tab Booking Details Booking Details Back To Reservation Summary Meeting Name Meeting Group Evans Dean Date Tuesday July 03 2012 Setup Type none 10 Location Denver 02 West Status Request Meeting Time 8 00 AM 10 00 AM MT Meetin
5. highly configurable the options that are outlined in the Jy remainder of this procedure might or might not be present In addition certain labels might have been renamed in your implementation of VEMS For example group might have been relabeled to client employee or department event might have been relabeled Meeting and so on Required fields are marked with a red asterisk 2 Inthe When and Where left pane of the page do the following to search for a room or rooms in which the event is to take place Depending on how your EMS administrator has configured your organization s Room Request template you might see different fields or you might not see some of these fields displayed at all e Enter your date and time criteria e On the Areas dropdown list leave the default value of all areas as is or select a specific area to search Areas are available only in EMS Enterprise Areas are not available in EMS vty Professional e On the Facilities dropdown list select all buildings or select a specific building or view to search e Select atime zone Multiple time zones are available only in EMS Enterprise Only a single time zone T is available in EMS Professional e Ifthe meeting is a recurring meeting then click Recurrence to open the Recurrence popup window and then enter the necessary information for the meeting 3 Inthe Setup Information section enter your attendance
6. in a Calendar view open the Calendar tab e To search for a reservation enter a reservation ID in the Reservation ID field and or a search string in the Event Name field and then click Quick Search Sy Your search is limited to the exact order of the characters in the string but the string is not case sensitive and it can appear anywhere in the search results For example a search string of ed returns the College of Education Seminar Ed Smith fundraiser Health Center Education Training and so on e To view all requests that have a date older than the current day s date open the Historical tab e To open a selected reservation for viewing and or editing on the Reservation Summary page click the name of the reservation See The Reservation Summary Page on page oei 52 Chapter 3 Reservations Menu The Reservation Summary Page After you submit any type of reservation request the Reservation Summary page opens The Reservation Summary page also opens after you select View My Requests on the Reservations menu and then select a specific reservation request for viewing In both cases the Reservation Details tab is the active tab The Reservation Details tab on the Reservation Summary page displays summary information for the selected reservation and all its bookings as well any services that were requested for the bookings Figure 3 18 Reservation Summary page Reservation Details tab Q Browse p Reservations gt
7. room a booking for requesting a room or a booking for services only 1 Edit the information for the booking as needed T Required fields are marked with a red asterisk 2 Atthe bottom of the Request page click Update Booking A message opens indicating that the booking was successfully updated 3 Click OK The message closes You return to the Reservation Summary page with the new or modified information for the booking displayed To add services for a booking After you click the Add Edit Services icon 3 next to a booking the Booking Details tab opens This tab displays not only summary information for the booking event name event date location and so on but also the services that are available for adding to the booking Available Services tab and the services that you have already added to the booking Existing Services tab Figure 3 23 Booking Details tab Booking Details Booking Details _ Back To Reservation Summary Meeting Name Meeting Group Evans Dean Date Tuesday July 03 2012 Setup Type none 10 Location Denver 02 West Status Request Meeting Time 8 00 AM 10 00 AM MT Meeting Type Meeting Internal Cost Center Number 22 2222 Catering Denver VC m7 x Catering 7 30 AM 8 00 AM Buffet Service for 10 Multimedia amp Equipment Setup Notes ACTIONS QTY ITEM PRICE NOTES SPECIAL INSTRUCTIONS Visitors 0 x 10 The Traditional 8 99 Assorted Danish muffins Continental fresh fruit orange j
8. 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 E 4 7 17 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 Ej 4 7 24 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 Ej 4 7 31 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 EGS Powered by d You can do the following on the Current tab e To cancel a booking click the Cancel Booking icon gy next to it e To edit a booking click the Edit Booking icon next to it See To edit a booking on page 58 e To add services attendees visitors setup notes resources with service orders and or resources without service orders to a booking click the Add Edit Services icon fy next to it and then continue to To add services for a booking on page 58 e To edit and or cancel delete services attendees Vvisitors setup notes resources with service orders and or resources without service orders for a booking click the Add Edit Services icon next to it and then continue To edit and or cancel services for a booking on page 61 e To view services for a booking click the View Services icon next to it 57 Chapter 3 Reservations Menu 58 To edit a booking After you click the Edit Booking icon next to the booking that you are editing a Request page opens Ta The Request page that opens depends upon the type of booking that you are editing a booking for reserving a
9. 6 Browse Reserva tions amp My Account LW Admin Welcome Tammy Van Boening aaas Powered by fae CMS Tolog out of VEMS Under My Account click Log Out 12 Chapter 2 Browse Menu Browsing for Events The Browse Events page in VEMS displays your organization s EMS events in a daily weekly or monthly view To open the Browse Events page under Browse click Browse Events Figure 2 1 Browse Events page Monthly Calendar view Event Management Systems Schedule ciary Virtual EMS Q Browse Reservations My Account LW Admin Welcome Tammy Van Boening Daily List Weekly List Monthly List Weekly Calendar Monthly Ca endar Today This Week This Month a lt gt August 2010 Filter SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 1 2 3 4 5 6 7 8 9 10 11 12 13 14 8 00 AM 9 00 AM 2 30 PM 3 00 PM MT MT Event MobDi MU MU 100 Event Part 2 MU MU 120 15 16 17 18 19 20 21 9 00 AM 10 00 11 00 AM 2 00 AM MT PM MT Brya I MSN Event Meetin CCW Small Conf MU MU 110 22 23 24 25 26 27 28 29 30 31 1 2 3 4 Powered by gems You can do the following on the Browse Events page e Change the page view o Option f OOO Description O Daily List Events that are scheduled for the current day s date in a list view Weekly List Events that are scheduled for the current week weeks always begin on a Sunday in a list view Monthly List Events that are scheduled for the current month in a l
10. Attachments Back to My Requests e Would you like someone from Meeting Services to assist you with this meeting event No All Historical ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP 5 7 23 2012 6 00 PM 11 00 PM 2012 TDF Time Trial Live Watch Denver none E 4 Mon MT Stage 02 West a a ems Powered by EIS The Additional Information tab is displayed only if you had the option to answer questions or were required to answer questions when making the reservation request and or you had the option of entering comments for the reservation The tab is a view only tab and it displays the questions and your answers if any to these questions as well as any comments that you entered for the reservation To modify the answers to any questions that are displayed on this tab you must ates the Reservation Details tab and then click the Edit Additional link See Reservation Details tab on page 54 55 Chapter 3 Reservations Menu Attachments tab Figure 3 21 Reservation Summary page Attachments tab Sas Event Management Systems Schedule Clarity Q Browse Reservations amp My Account LW Admin Help Welcome Tammy Van Boening Reservation Details Additional Information ack tis Mie Remand Attachments FILE NAME DESCRIPTION FILE NAME NOTES E LocationDetails_popup png LocationDetails_popup png E Groups xls Groups xls Attach File All Historical ACTIONS SERVICES DATE TIME TITLE LOCATI
11. Details popup The popup shows reservation details and related bookings It also contains links for adding the selected booking to your personal calendar adding all the bookings for the reservation to your personal calendar and adding the booking to various social networking sites such as Facebook or Twitter Figure 2 3 Booking Details popup Reservation Id Booking Id Event Name Event Type Date Location Reserved Time Event Time Setup Type Status Group ist Contact Name Phone Fax ist Contact Email Event Coordinator Salesperson First Booking Last Booking Total No Bookings 1313 6825 Meeting Meeting Wednesday December 08 2010 HQ MR1 9 00 AM 10 00 AM MT 9 00 AM 10 00 AM MT Conference 5 Confirmed Tammy Van Boening none x8564 info spectrumwritingllc com none none Wednesday December 08 2010 Wednesday December 08 2010 1 feo 55 Add booking to personal calendar LLLI 55 Add all bookings to personal calendar Social Networking Related Bookings DATE gi 12 8 2010 Wed START TIME END TIME TITLE LOCATION 9 00 AM 10 00 AM Meeting HQ MR1 GROUP NAME Tammy Van Boening 4 m Chapter 2 Browse Menu e Click the Event Building Room link to open a Location Details popup Depending upon how your EMS administrator has configured your EMS application the popup can show varying information about the event location including the event building details
12. My Account LW Admin Help Welcome Tammy Van Boening Reservation Details Additional Information Attachments Back to My Requests Reservation Id 21263 Group Name Evans Dean Edit Reservation Meeting Name 2012 TDF Time Trial Live Watch ist Contact Name none Add Booking i eae Phone Cancel Services Meeting Type Meeting Internal 2nd Contact Name r cae Cost Center Number 22 2222 Phone ance bookings Department Code Cancel All Bookings Service Availability View Reservation Summary Add booking to personal calendar Booking Tools Edit Additional Information All Historical ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP 5 7 23 2012 6 00 PM 11 00 PM 2012 TDF Time Trial Live Watch Denver none El 4 a Mon Stage 02 West Request 50 ems Powered by a CMS In addition to the Reservation Details tab the Reservation Summary page might have up to two additional tabs in the top pane of the page the Additional Information tab and the Attachments tab The Reservation Summary page also has three tabs in the bottom pane All Current and Historical of the page See e Reservation Details tab on page 54 e Additional Information tab on page 55 e Attachments tab on page 56 e Current tab on page 57 53 Chapter 3 Reservations Menu Reservation Details tab Figure 3 19 Reservation Summary page Reservation Details tab Q Browse a Reservations amp My Account LW Admin O Help Welcome Tammy
13. ON STATUS SETUP 7 23 2012 6 00 PM 11 00 PM 2012 TDF Time Trial Live Watch Denver none El 4 2 Mon MT Stage 02 West m Powered by pi ems The Attachments tab is displayed if you had the option of attaching files to the room reservation request This tab displays the following information for each attachment the attachment description the attachment file name and any notes that were entered for the attachment You can do the following on this tab e To delete an attachment from a reservation or request click the Delete icon E next to it e To attach another file to the reservation or request click Attach File A dialog box opens in which you can browse to and select the attachment Allowed attachment formats are csv doc gif pdf txt xls xlsx and tif 56 Chapter 3 Reservations Menu Current tab The All tab displays all the bookings for the selected reservation regardless of the booking date The Current tab displays all the current bookings bookings with a date greater than or equal to the current day s date for the selected reservation The Historical tab displays all the past bookings bookings with a date before the current day s date for the selected reservation Figure 3 22 Reservation Summary page Current tab All Historical ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP Ej 4 2 7 3 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 Ej 4 7 10 2012 Tue 8
14. Van Boening Reservation Details Additional Information Attachments Back to My Requests Reservation Id 21263 Group Name Evans Dean Edit Reservation Meeting Name 2012 TDF Time Trial Live Watch ist Contact Name none Add Booking i RR PRUE Cancel Services Meeting Type Meeting Internal 2nd Contact Name c Booki Cost Center Number 22 2222 Phone ancel bookings Cancel All Bookings Service Availability View Reservation Summary Add booking to personal calendar Booking Tools Edit Additional Information Department Code All Historical ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP 5 7 23 2012 6 00 PM 11 00 PM 2012 TDF Time Trial Live Watch Denver none a t El 4 Mon MT Stage 02 West Request 59 Powered by 05 The Reservation Details tab displays detailed summary information the Reservation ID the Event Name the Event Type and so on for the selected reservation and all its bookings as well any services that were requested for the bookings The following links are displayed on the Reservation Details tab Click a link to carry out the indicated action Edit Reservation Update event and or group details Manage Attendees Add or remove attendees Available only if using the optional Plan a Meeting PAM module Add Bookings Add a booking to the reservation See Submitting a Request for a Space Booking a Room on page 30 Cancel Services Cancel selected services for all bookings in the reserv
15. and setup type 4 The Availability Filters section provides options for filtering your room results by Room Type Floor and or Features You can click the arrow to expand collapse this section If needed enter additional filter criteria 31 Chapter 3 Reservations Menu 32 Click Find Space A list of rooms that meet the search criteria and that are available for the indicated reservation time are displayed on the List sub tab in a list view on the Grid sub tab in a grid view and if available on a Floor Map view In the List view rooms that you can reserve are displayed under a Reserve heading Rooms that you can request are displayed under a Request heading Sty It might be possible to specify the default values for some of these options including the default view List or Grid for the search results See Setting Default Values for Room Requests on page 70 Sty A room that you can reserve is automatically booked for the event and no approval is required A room that you can request must be approved by an EMS reservation coordinator Sty An option might be available to create a list of favorite rooms from which to make a selection This list of favorites is displayed in the Facilities dropdown list on the Room Request page See Creating a List of Favorite Rooms on page 72 Figure 3 2 Room Request page List view i ems Event Management Systems Schedule Clarity Q Bro
16. ast Video Conference 11th Floor 1000 x2101 0 50 0 50 Floor Map Additional Information Availability m 21 Chapter 3 Reservations Menu Subm Room 30 itting a Request for a Space Booking a The Room Request page is organized into various sections to facilitate the reservation process a When and Where pane the left pane of the window and two tabs a Location tab and a Details tab Figure 3 1 Room Request page Location tab Q Browse Reservations amp My Account YW Admin Help Welcome Tammy Van Boening Book a Meeting Room Location Details Selected Locations No rooms currently selected When and Where Date 3 20 2012 Tue is Recurrence Start Time __ End Time Grid Floor Map 8 00 AM V 10 00 AM Areas all Ra Facilities New York Time zone Eastern Time hal Setup Information Attendance o Setup Type Conference iy Availability Filters Room Type all Floor all iy Features Data Projector Screen C Polycom ems Powered by z055 You enter the information to search for available rooms in the When and Where pane and you view the results of the search on the Location tab You enter information for the event on the Details tab Chapter 3 Reservations Menu To submit a request for space booking a room 1 Under Reservations click a reservation option The Room Request page opens Because VEMS is so
17. ation Note You can also cancel selected services for one or more bookings in a reservation on the Current tab See Current tab on page 57 Cancel Bookings Cancel selected bookings for the reservation Note You can also cancel selected bookings on the Current tab See Current tab on page 57 Cancel All Bookings Cancel all bookings for the reservation Service Availability Opens a Service Availability message in which you can view the buildings for which the service is allowed as well as any booking rules for the service 54 Chapter 3 Reservations Menu View Reservation Provides a summary of the selected reservation all its bookings and Summary any resources services that were ordered Three views are available Detail Summary and Mobile Friendly The summary also contains an Email Option for emailing the summary to one or more recipients Add booking to personal Adds the reservation and all its bookings to your personal calendar calendar Booking Tools Provides options for editing multiple bookings date and time for the reservation Edit Additional Provides the option for modifying your answers to any questions or Information modifying any comments for the reservation Additional Information tab Figure 3 20 Reservation Summary page Additional Information tab Q Browse p Reservations My Account LW Admin Help Welcome Tammy Van Boening Reservation Details Additional Information
18. ault contact for the group and you can inactivate any contact for the group You might have the option of answering additional questions or you might be required to answer these questions when booking the room and or you might have the option of entering reservation level comments These questions and comments are displayed in an Other Information section You might have the option of attaching files to the room request If so then an Attachments section is displayed on the Details tab The allowed file attachment formats are csv doc gif pdf txt xls xlsx and tif You might have the option of booking services for the event If so then a Service section is displayed on the Details tab Depending on how your EMS administrator has configured the service an alert might open when you Select the service After you read the alert click OK to close the alert and continue with adding the event details You might be required to specify billing information You can manually enter the billing information or if a Search icon is present then you can search for the information You might be required to read and agree to Terms and Conditions If so you can click View to review the Terms and Conditions before you accept them 10 Click Submit Reservation The Reservation Summary page opens See The Reservation Summary Page on page 53 Depending on how your EMS administrator has configured your EMS implementation whe
19. g Type Meeting Internal Cost Center Number 22 2222 Existing Services Services m s x Catering 7 30 AM 8 00 AM Buffet Service for 10 Catering Denver VC Multimedia amp Equipment Setup Notes ACTIONS QTY ITEM PRICE NOTES SPECIAL INSTRUCTIONS Visitors 0 x 10 The Traditional 8 99 Assorted Danish muffins Continental fresh fruit orange juice amp coffee Powered by zB You have the following options for editing and or canceling deleting the services for a booking e To add a new item to a service click the New Item icon fy for the service e To edit the service for example the start and stop times for a Catering service click the Edit icon for the service e To cancel delete the service which deletes all items in the service click the Cancel Service Order icon gy for the service e To edit a single item for a service for example the quantity and or special instructions for an item click the Edit Item icon next to the item e To cancel delete a single item for a service click the Cancel Item icon gy next to the item 61 Chapter 5 Mobile VEMS Working with the Mobile Version of VEMS If you access VEMS from a mobile device you are redirected to the VEMS mobile version Figure 5 1 VEMS mobile version Home page reo ft fms OE http 50 57 65 27 O X Virtual EMS A uu x Snagt Fy e Virtual EMS Fullversion mm e A ES e o Sa My Bookings
20. ist view Weekly Calendar Events that are scheduled for the current week weeks always begin on a Sunday in a calendar view Monthly Calendar Events that are scheduled for the current month in a calendar view 15 16 Chapter 2 Browse Menu e Place your cursor over the event entry in a Calendar view or the event title in a list view to open the Event Details popup which displays information for the event Figure 2 2 Event Details popup Q Browse Reservations amp My Account LW Admin Browse be Se a Corporate Center East ET Meeting Room 301 gt Meeting Room 302 Video Conference Room 310 Corporate Center West MT Small Conference Room Video Conference Room 201 Video Conference Room 202 Corporate Headquarters MT Board Room i Executive Lounge Meeting Room 1 Meeting Room 2 Corporate Training Center MT 101 Auditorium Auditorium A Auditorium B Wednesday December 08 2010 Mountain Time ea z ee oe ee 9 10 1i 12 PM 1 12 16 10 7 8 9 10 11 10 10 0 T 8 9 10 13 18 50 14 12 Welcome Tammy Van Boening ED T E ae 2 3 4 5 6 12 PM 1 2 3 4 12 PM a 2 3 4 Meeting Conference 5 Confirmed Tammy Van Boening none x8564 info spectrumwritinallc com 7 8 Event Type 20 Setup Type 20 Status 30 Group 30 ist Contact Name isa Phone 1st Contact Email 60 lt 60 12 Hours Filter meen 7 8 5 6 5 6 5 6 e Click the Event Name Title to open the Booking
21. n the Reservation Summary page opens after you submit a reservation request a Reservation Summary email might be automatically generated and sent to you 35 Chapter 3 Reservations Menu Viewing your Requests The Reservations menu provides an option for all the requests for spaces and or services that you have ever made in VEMS You can select a specific request from this page for more detailed viewing and for editing if needed To open the Requests page under Reservations click View My Requests When the page first opens the Current tab is the active tab This page lists all your requests that have an event start date that is greater than or equal to the current day s date Figure 3 17 Requests page Current tab Q Browse w Reservations My Account LW Admin Help Welcome Tammy Van Boening curent Historical Calendar Reservation Id Meeting Name Quick Search Cl Show Cancelled ID NAME GROUP FIRST LAST STATUS LOCATION HAS BOOKING BOOKING SERVICES 21264 Meeting ATL 3 20 2012 Tue 3 29 2012 Thu Confirmed New York Collaboration yeg Facilities Room 1 21262 Meeting a 6 25 2012 Mon 6 25 2012 Mon Request Denver 02 West Yes 21260 Meeting sla 7 3 2012 Tue 7 31 2012 Tue Request Denver 02 West Yes 21263 2912 TDF Time Trial Live Evans 7 23 2012 Mon 7 23 2012 Mon Request Denver 02 West Yes Watch Stage Dean Powered by ZUB You can carry out the following actions from the Requests page To view the list of requests
22. name description and or notes any images that have been associated with the building detailed information for the event room description room type setup type features floor map availability any user defined fields configured for the room and any images that have been associated with the room Figure 2 4 Location Details popup Virtual EMS Location Details Building Details Details Building Code Description Notes DEN Building Room Details Room Code Description Room Type Floor Size Phone Setup Hours Teardown Hours Notes Board Room 3 Setup Types DEN Denver m Features Floor Map Additional Information Availability 02 East 02 East Video Conference 11th Floor 1000 x2101 0 50 0 50 e Click Filter to open a Filters popup and specify the information that is to be displayed on the Browse Events page Figure 2 5 Filters popup Date 12 8 2010 Wec 555 Facilities all Room all x Event Type all Event Name Group Name Group Type all Apply Save Reset Ifyou select Save and then click Apply your filter settings are remembered the next time that you open the Browse Events page 17 Chapter 2 Browse Menu Browsing for Space 20 The Browse for Space page is a read only page that displays all the rooms in your organization in which you can schedule an event along with the availability informa
23. nce 10 5 2nd Contact Setup Type Teei A Q no preference Phone Fax Availability Filters Room Type _ Email all X Floor all EA Attachments Features E pata Projector Screen Attach File E Polycom Other Information Would you like someone from Meeting Services to assist you with this meeting event No Catering Terms and Conditions lt Start Time End Time Service Type Estimated Count FA D n 7 4 Delivery Service w Breakfast Hot Breakfast From the Bakery ol Beverage Center of the Plate Salads HEE Stack amp Wrapped Selections Plated Affairs Party Trays Multimedia amp Equipment 5 none AV Items Setup Notes EE Billing Information Cost Center Number Q JI have read and agree to the terms and conditions View i Powered by SES Chapter 3 Reservations Menu 9 Enter the information for the event When you are entering the event details note the following Required fields are marked with a red asterisk At minimum you must enter the event name the event type and the group details Some fields in the Group section might be automatically populated with your eroup department information You can modify this information Ifa Search icon is present then you can search for a group contact record for the event If contacts are available for a group you can specify which contact is to be the def
24. nt for each room Ta Depending on how your EMS administrator has configured the room an alert might open when you select the room After you read the alert click OK to close the alert and continue with room selection The following results are possible e Ifyou select a location that is available for all the event dates then the selected location is displayed at the top of the Location tab Continue to Step 7 Figure 3 3 Selected room displayed on Location tab Location Details Selected Locations EJ pate HOLIDAYS START END LOCATION STATUS SETUP COUNT CONFLICT EJ 7 3 2012 Tue 8 00 AM 10 00 AM Denver 02 West Request 10 x 7 10 2012 Tue 8 00 AM 10 00 AM Denver 02 West Request 10 x 7 17 2012 Tue 8 00 AM 10 00 AM Denver 02 West Request 10 EJ 7 24 2012 Tue 8 00 AM 10 00 AM Denver 02 West Request 10 EJ 7 31 2012 Tue 8 00 AM 10 00 AM Denver 02 West Request 10 Floor Map e Ifyou select a location that is not available for all the event dates then a message opens indicating this Click OK to close the message and return to the Location tab The selected location is displayed at the top of the Location tab and an option to search remaining dates is displayed at the bottom of the When and Where pane Use this option as needed to fulfill all the event dates and then continue to Step 7 Figure 3 4 Option to search for additional rooms Availability Filters a Room Type all Floor all Ly Features
25. om 310 10 Corporate Center West MT EE 8 9 10 11 izpm 1 2 3 4 5 6 Small Conference Room 10 Video Conference Room 201 10 Video Conference Room 202 a Corporate Headquarters MT 7 8 9 10 11 12 PM 1 2 3 4 5 6 Board Room 18 Executive Lounge 50 Meeting Room 1 14 Meeting Room 2 12 Corporate Training Center MT l i 7 8 Event Type Meeting 5 6 101 i 20 l Setup Type Conference 5 l 102 20 Status Confirmed 103 30 Group Tammy Van Boening 104 30 ist Contact Name none Auditorium 100 Phone be x8564 a a 1st Contact Email info spectrumwritingllc com Auditorium B 60 1 Chapter 2 Browse Menu e Click the Room Name to open the Location Details popup Depending upon how your EMS administrator has configured your EMS application the popup can show varying information about the event location including the event building details name description and or notes any images that have been associated with the building detailed information for the event room description room type setup type features floor map and availability and any images that have been associated with the room Figure 2 11 Location Details popup Virtual EMS Location Details Building Details Details Building Code Description Notes DEN Building Room Details Room Code Description Room Type Floor Size Phone Setup Hours Teardown Hours Notes Board Room 3 DEN Denver Setup Types Features 02 East 02 E
26. ooking detail to just this selected booking click Do Not Apply to Additional Bookings You remain on the Booking Details tab The newly added booking detail is displayed on the Existing Services tab e To add the booking detail to one or more of the other bookings in the reservation select the appropriate bookings to select all the remaining bookings in a single step select the blank checkbox in front of the Date column heading and then click Save A message opens indicating that your request was completed successfully Click OK to close the message You remain on the Booking Details tab The newly added booking detail is displayed on the Existing Services tab Any resource conflicts are marked with a Warning icon and highlighted in red See T Figure 3 24 below Figure 3 24 Resource conflict indicated ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP 7 3 2012 Tue Meeting juest E 4 7 10 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 Ej 4 7 17 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 59 Chapter 3 Reservations Menu 3 For each attendee visitor that you are adding to the booking enter the necessary information and then click Save Ta Required fields are marked with a red asterisk You remain on the Attendees Visitor page 4 After you add all necessary attendees visitors do one of the following e Ifthe reservation for which you edited the booking
27. tion for each room based on the current day s date in a grid view To open the Browse Space page under Browse click Browse for Space Figure 2 9 Browse for Space page Q Browse me Reservations amp My Account LW Admin Welcome Tammy Van Boening Browse Wednesday December 08 2010 Mountain Time 12 Hours Filter Room Cap 7 8 Z 10 11 12 PM 4 2 3 4 5 6 Corporate Center East ET Z 10 11 12 PM 1 2 3 4 5 6 z 8 Meeting Room 301 12 Meeting Room 302 16 Video Conference Room 310 10 Corporate Center West MT 7 8 9 10 11 12 PM 1 2 3 4 5 6 Small Conference Room 10 Video Conference Room 201 10 Video Conference Room 202 o Corporate Headquarters MT 7 8 2 10 11 12 PM 1 2 3 4 5 6 Board Room 18 Executive Lounge 50 Meeting Room 1 14 Meeting Room 2 12 Corporate Training Center MT 7 8 9 10 11 12 PM 1 2 3 4 5 6 101 20 102 20 103 30 104 30 Auditorium 100 Auditorium A 60 Auditorium B 60 You can do the following on the Browse for Space page e Place your cursor over an event entry to open the Event Details popup which displays information for the event Figure 2 10 Event Details popup Q Browse Reservations amp My Account LW Admin Welcome Tammy Van Boening Browse Wednesday December 08 2010 Mountain Time 12 Hours Filter iS Room __ cap 7 8 9 10 43 120m 4 an a 2 J a eee Corporate Center East ET 9 10 1i 12 PM 1 2 3 4 5 6 7 8 Meeting Room 301 12 Meeting Room 302 16 Video Conference Ro
28. uice amp coffee Powered by i ems Chapter 3 Reservations Menu 1 On the Available Services tab click the link for the type of service that you are adding to the booking The Available Services tab is refreshed with options based on the type of service that you are adding e Ifyou are adding resources with service orders catering food services resources without service orders setup notes and or a room charge go to Step 2 e If you are adding attendees visitors then go to Step 3 2 Enter the necessary information for the services that you are adding to the booking and then at the bottom of the page click Save Required fields are marked with a red asterisk Depending on the booking detail that you are adding you might have to supply additional information such as the start and end times the estimated count and so on You might also have to answer service specific questions and or have to agree to Terms and Conditions The Available Services tab closes You return to the Booking Details tab e Ifthe reservation for which you edited the booking has but this single booking then a message opens indicating that your request was completed successfully Click OK to close the message and remain on the Booking Details tab The newly added booking detail is displayed on the Existing Services tab e Ifthe reservation for which you edited the booking has multiple bookings then do one of the following e To add the b
29. wse Reservations My Account LW Admin Help Welcome Tammy Van Boening Book a Meeting Room Location Details When and Where Selected Locations No rooms currently selected Date 3 22 2012 Thu is Recurrence Start Time End Time 8 00 AM 10 00am Grid Floor Map Availability SELECT AVAILABLE LOCATION TIME ZONE CAPACITY PRICE Request 1 1 Denver 02 West MT 16 1 1 Denver 02 East MT 10 100 00 Areas all Facilities Denver Time zone Mountain Time E E El Setup Information Attendance 10 Setup Type no preference x Availability Filters Room Type all e Floor all Features Data Projector Screen L Polycom Find Space Chapter 3 Reservations Menu 6 Do one of the following to select a room e Click the Add icon next to the room in either the list or grid view e Click the Available Room icon for the room in the Floor Map view and then click Reserve in the Room Details message that opens Sty If you are scheduling a video conference you might be required to specify a host location If this option is available when you add a room to the booking the room is automatically selected as the video conferencing host After you add all the needed rooms you can Select the appropriate room to be the video conferencing host You can select only one room per building You might also have the option of specifying the setup cou
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