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VEMS User`s Manual (for EMS Enterprise and EMS

1. Selected Locations No rooms Currently selected Welcome Tammy Van Boening List Floor Map CIT have read and ak to the terms and conditions Viaw 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 30 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 2 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 customer or department Required fields are marked with a red asterisk Ta Because VEMS is so highly configurable the options that are outlined in the 93 G In the When and Where left pane of the page enter your date and time criteria An option might be available to specify default values for some of these options See Setting Default Values for Room Requests on page 66 Optionally on the Facilities dropdown list select a building If needed click the Search icon to open a Buildings popup from which you can select multiple buildings In the Setup Type Information section enter your attendance and setup type The Availability Filters section provi
2. 20 Check In Check Out option 25 building checking a group into 22 checking a group out of 22 checking yourself into 25 checking yourself out of 25 C checking a group into a building 22 checking a group out of a DUNGING EE 22 checking yourself into a building 25 checking yourself out of a DUNNING ieina 25 Conventions used in the manual 7 Copyright r aa 3 D default values setting for a room request 66 delegate account Creating eion aii 65 defined rrna 65 event browsing for rernnvrrrnrorvnnrnvrnnnn 15 facility browsing FOF eee eeeeeeeeeereeees 18 Favorites list creating for roOMS 200 68 group checking into a building 22 checking out of a building 22 lOGALING PEPR EEE AET 22 logging in to VEMS eee 11 logging out of VEMS ee 12 mobile phone making or canceling a reservation POM EG 59 O Organization of the manual 8 overview Reservations menu 2 0 0006 29 P PAM see Plan A Meeting module password Changin gsn 63 Plan A Meeting module booking rooms with 22 36 defined PE 36 R reservation editing from the Reservation Summary page mervrrerrnrnvernnrer 51 making or canceling from your mobile phone rrrrerrnrrrrrrvrenrr 59 Reservation Summary page 51 Reservations menu
3. Date 12 10 2010 Fri BM Recurrence List Grid Floor Map Start Time End Time Availability 11 30 aM 12 30PM SELECT AVAILABLE LOCATION TIME ZONE CAPACITY PRICE Time zone Mountain Time Taal Reserve Arent a i 1 1 CCW Small Conf MT 10 all mE Request Facilities p My Favorites HQ 1 1 CCW VC 201 MT 10 1 1 CCW VC 202 MT o Attendance 15 Setup Type pa preference _ ie Availability Filters Room Type tam Se Tal ElI have read and agree to the terms and conditions View Floor _ con 7 Optionally click the name of the room location in either the list view or the grid view to open the Location Details popup which displays details and images for the building in which the room is found and various room details including images setup types capacities and features Figure 3 3 Location Details popup Virtual EMS Location Details a Building Code CTC Description Corporate Training Center Notes Room Details Setup Types Features Room Code Aud A Description Auditorium A F Room Type Auditorium Floor Main Lobby Size oO Phone x4823 Setup Hours 1 00 Teardown Hours 1 00 Notes Hollow Square 32 Chapter 3 Reservations Menu 8 Do one of the following to select a room e Click the Add icon gg 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 me
4. E F MU MU 120 18 19 11 00 AM 2 00 PM MT CCW Small Conf 25 26 1 2 Powered by EN You can do the following on the Browse Events page e Change the page view Chapter 2 Browse Menu Welcome Tammy Van Boening Today This Week This Month FRIDAY 13 20 27 x Filter SATURDAY A 14 21 28 Option Description 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 list 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 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 m Reservations O My Account OG Admin Welcome Tammy Van Boening Browse 2010 Mountain Time 12 Hours Filter B sos am i 2 ee Corporate Center East ET Jl ar 1120 7 Meeting Room 301 12 Meeting Room 302 16 Video Conference Room 310 10 Corporate Center West MT 7 8 3 10 11 12 PM 1 2 3 4 5 6 Small Conference Room 10 Video Confere
5. Submitting an Online Request for a Room on page 43 Requesting Services Only on page 47 Viewing your Requests on page 50 The Reservation Summary Page on page 51 Making or Canceling Reservations from your Mobile Phone on page 59 27 Chapter 3 Reservations Menu 28 Chapter 3 Reservations Menu Overview of the Reservations Menu The Reservations menu contains various options for requesting a space and or services for an event Three different types of requests are possible e A standard self serve room request that shows real time room availability in a list or grid views Rooms and services can be reserved without approval required or requested with approval required based on the rights that your organization has assigned to you add attendees and view their free busy information during the room request process In addition after you submit your reservation the meeting is added automatically to your calendar and invitations are sent to your attendees See Submitting a Request for a Space Booking a Room with the Plan A Meeting Module on page 36 Ta An Exchange Lotus Notes integration option might be available that allows you to Ta Video conferencing options might also be available e A simple online request form that you use to submit a request for a room and services An EMS reservation coordinator must review requests to confirm actual availability e A request to provide s
6. 2010 Last Booking Wednesday December 08 2010 Total No Bookings i E DATE START TIME END TIME TITLE LOCATION GROUP NAME i 12 8 2010 Wed 9 00 AM 10 00 AM Meeting HQ MR1 Tammy Van Boening 16 Chapter 2 Browse Menu e Click Filter to open a Filters popup and specify the information that is to be displayed on the Browse Events page Figure 2 4 Filters popup Filters x Date 12 8 2010 Wec 33 Facilities all Room all Event Type all Event Name Group Name Group Type all Apply Elsave Reset If you select Save and then click Apply your filter settings are remembered the y next time that you open the Browse Events page 17 Chapter 2 Browse Menu Browsing for Facilities The Browse Facilities page displays all the rooms in your organization in which you can schedule an event The page can display the room in one of two formats By Setup Type which is a list of the rooms grouped by setup type or By Room which is a list of the setup types grouped by room To open the Browse Facilities page under Browse click Browse for Facilities Figure 2 5 Browse Facilities page By Setup Type ee Virtual EMS Q Browse poet Reservations O My Account LY Admin Welcome Tammy Van Boening Browse x By Setup Type By Room Filter Setup types by Room SETUP TYPE LOCATION MIN CAPACITY CAPACITY Banquet CTC Aud A o 40 CTC Aud B o 40 CTC Auditorium 0 10
7. OVErViEW Of eee eeeeeeeteeeeneeeeeeee 29 room request booking a room eeeeeeeeeeeeeee 30 booking a room with PAM 36 SEIVICES ONLY oo eee eeeeeeeeeneeeeeeee 47 VEMS User s Manual setting default values for 66 simple room request 43 VIEWING serieren iaa 50 room request types defied i heini 29 rooms see also space creating a list of favorites 68 S services adding to a booking 54 canceling from the Reservation Summary page amrrrrrrrrrvrrnverenr 51 services only room request 47 space browsing for 0 eee eeeeeeeeeeeees 20 Special information about the manual 2dsssstinsetesrese 7 U user profile modifying anrrrrenvrervvrrerrrrerennr 63 Using the manual euumereernrrerernen 7 VEMS logging in tO rrnannvrenonvrvnrnnvennn 11 logging out Of eee eeeeee 12 72
8. including browsing for events facilities and or space as well checking yourself and groups in to and out of a building for an event Chapter 3 Reservations Menu on page 27 details the different types of room requests that can be available to you on the Reservations menu and how you complete a room or services request in VEMS Chapter 4 My Acct Menu on page 61 details the options that are available to on the My Account menu including modifying your user profile setting up delegate accounts setting default values for certain fields on the Room Request page and creating a list of favorite rooms to search when requesting a room Chapter 1 Getting Started with VEMS Virtual EMS or VEMS is a web based application that allows users to browse events in a calendar view facility information and if allowed submit and manage room reservations and service requests This chapter covers the following topics e Logging in to and out of VEMS on page 11 Chapter 1 Getting Started with VEMS Chapter 1 Getting Started with VEMS Logging in to and out of VEMS You can access VEMS through any standard Internet browser To log in to VEMS 1 Open an Internet browser session 2 Inthe browser s address field enter the VEMS URL Ta Contact your EMS administrator if you need assistance The VEMS Home page opens Figure 1 1 VEMS Home page Event Management Systems Seredula ciety Virtual EMS Welcome Gues
9. LY Admin Welcome Ed Nowak Book Meeting Room Location Details When and Where Selected Locations No rooms currently selected Vl Add to Calendar Send Invitations Date 12 15 2010 Wed HE Recurrence Attendees 7 s j10 11209 1 2 23 4 5 6 7 8 9 10 gt a I I Start Time End Time _ 8 00AM 10 00 AM Ed Nowak p p Ti Ej Mike wimett ime zone Mountain Time EJ Sean Nelson Areas all x Facilities Denver Setup Information List felg Floor Map Attendance Wednesday December 15 2010 Mountain Time 4 Room Cap 7181 9110 111201 12131415 fe 71 8 lt 9 130 Setup Type Denver MT no preference 02 West 16 02 East 10 Find Attendee se Q Availability Filters Room Type all v Floor all X Features Data Projector Polycom 39 Chapter 3 Reservations Menu 40 11 Do one of the following to select a room e Click the Add icon gg 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 The selected location is displayed at the top of the Location tab When you book a recurring meeting using PAM a specific room might not be available for all the dates requested These dates are displayed at the top of the Location tab in an Unavailable status You ca
10. Select the room request process for which you want to set the default values The tab is refreshed with a list of options for the room request for which you can set default values See Figure 4 4 on page 67 66 Chapter 4 My Acct Menu Figure 4 4 User Personalization page Personalize tab with room request options that can be customized Event Manageesent Systems semester Virtual EMS Q Browse Reservations JU My Account LV Admin Welcome Tammy Van Boening Personalize My Favorites Select process to personalize SELECT PARENT MENU PROCESS Reservations Conference Room Request Reservations Service Only Request Reservations VTC Request Start Time End Time Event Name Event Type Time zone Mountain Time el Facilities all m Save Preferences Powered oy 3 Set the default values as needed for any and all of the displayed options and then click Save Now any time you select this room request process on the Reservations menu the default values that you enter here are automatically displayed when the Room Request page opens 67 Chapter 4 My Acct Menu Creating a List of Favorite Rooms The My Account menu contains options for creating a list of favorite rooms that can be searched for availability when you are creating a room request This list of favorites is displayed in the Facilities dropdown list on the Room Request page To create a list of favorite rooms 1 Under My Account click User Options
11. The User Personalization page opens The Personalize tab is the active tab 2 Open the My Favorites tab Figure 4 5 User Personalization page My Favorites tab usso Virtual EMS T Browse Ml Reservations FA My Account OY Admin Welcome Tammy Van Boening Personalize My pavens Name My Favorites Save Locations in your favorites No one matched your request Building Room Types Floor all le fall l all mha Top 500 Rooms matching your filter Nothing matches your search criteria sonene SED 3 Inthe Name field enter a name for your Favorites list 4 Enter the search criteria on the Building dropdown list the Room Type dropdown list and or the Floor dropdown list and then click the Search icon to return only those rooms that meet all the search criteria See Figure 4 6 on page 69 Ta Floor is available only in EMS Enterprise 68 Chapter 4 My Acct Menu Figure 4 6 User Personalization page My Favorites tab with search results Event Management n Virtual EMS Qy Browse M Reservations E my account OG Admin Welcome Tammy Van Boening d C Personalize My pave Name My Favorites Save Locations in your favorites No one matched your request Building Room Types Floor fn Corporate Center West lg all l all l has Top 500 Rooms matching your filter ADD BUILDING ROOM ROOM TYPE FLOOR Corporate Center West Cafeteria Multi Purpose Mezzanine Corporate Center West Small C
12. 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 See Figure 3 21 on page 53 Figure 3 21 Viewing a reservation summary _ en Virtual EMS Qy Browse 5 Reservations J MyAccount OG Admin w Reservation Summary Email Options E Mobile Friendly Scheduling Office 3990 E Arapahoe Denver CO 80126 303 771 0110 303 796 7429 Confirmation Group Reservation 1318 Chapter 3 Reservations Menu Welcome Tammy Van Boening Back To Reservation Summa Tammy Van Boening Event Name Meeting Phone x8564 Event Type Meeting Status Confirmed BOOKINGS DETAILS QUANTITY PRICE AMOUNT Monday December 13 2010 10 00 AM 11 00 AM Meeting Confirmed CCE Meeting Room 301 Reserved 9 30 AM 11 00 AM Subtotal Grand Total 0 00 http localhost Virtual42 Login aspx data QHBAfIHldy Bs4iCltvwg8thMEXOUibpf sonen by Add booking to personal calendar Adds the reservation and all its bookings to your personal calendar Booking Tools Provides options for editing multiple bookings date and time in the reservation Edit Additional Information Provides the option of modifying your answers to any questions for the reservation 53 Chapter 3 Reservations Menu Current tab 54 All the current bookings bookings with a date greater th
13. checked in into Corporate Headquarters Events for Tammy Van Boening TIME TITLE LOCATION VIEW ON MAP CHECK IN CHECK OUT 9 00 AM 10 00 AM MT Meeting HQ MR 1 lt R 3 00 PM 5 00 PM MT Reception CCW VC 201 Powered by BES You can do the following on the Check In Check Out page e Click the Check In icon gt for an event to check yourself into the building e Click the Check Out icon lt for an event to check yourself out of the building 25 26 Chapter 2 Browse Menu Click the Floor Plan icon 4 for an event to open the floor plan for the event s building and view the location of the event s room on the plan Figure 2 16 Viewing the floor plan for an event s building Q Browse MY Reservations O my Account OG Admin Welcome Tammy Van Beening Tammy Van Boening is currently checked out Events for Tammy Van Boening TIME TITLE LOCATION VIEW ON MAP CHECK IN CHECK OUT 9 00 AM 10 00 AM MT Meeting HQ MR 1 ba 3 00 PM 5 00 PM MT Reception CCW VC 201 pa eT Chapter 3 Reservations Menu The Reservations menu for VEMS contains various options for requesting a space for an event This chapter covers the following topics Overview of the Reservations Menu on page 29 Submitting a Request for a Space Booking a Room on page 30 Submitting a Request for a Space Booking a Room with the Plan A Meeting Module on page 36 Submitting a Request for Space
14. located is you then you can to one or both of the following e Click the Check In icon gt for an event to check the group into the event building e Click the Check Out icon for an event to check the group out of the event building Chapter 2 Browse Menu Checking In Yourself Checking Out Yourself from a Building EMS Workplace The Check In Check Out page or Locate page displays a list of all your bookings for the current day s date and it also indicates your check in status are you not yet checked in to a specific building for an event are you currently checked in to a building or have you checked out from a building You can use the options that are available on this page to check yourself in to or out of a selected building In addition if your organization has purchased and installed the optional Floor Plan Module then a Floor Plan icon 48 might be displayed for a building You can click this icon to open a floor plan for the selected building and view the location of the event s room on the plan To open the Check In Check Out page under Browse click Check In Check Out The Check In Check Out option is available on the Browse menu only if your J organization has purchased and installed EMS Workplace Figure 2 15 Check In Check Out page Event Management scese Virtual EMS Qy Browse MM Reserva tions GO my Accoun t OY admin Welcome Tammy Van Boening Te Tammy Van Boening is currently
15. medium except as specifically allowed in the license or the non disclosure agreement EMS the EMS logo and EMS Regics are registered trademarks of Dean Evans amp Associates Inc Event Management Systems EMS Enterprise EMS Professional EMS Lite EMS Campus EMS Workplace EMS Legal EMS Master Calendar and Virtual EMS are trademarks of Dean Evans amp Associates Inc Microsoft Windows and Outlook are registered trademarks and SQL Server is a trademark of Microsoft Corporation Lotus Notes and Domino are registered trademarks of IBM Corporation Other products brands and trademarks are property of their respective owners companies Table of Contents Prefac Er 7 Chapter 1 Getting Started with VEMS nssannnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnennn 9 Logging in to and out of VEMS museet endte orka badddaidd ar bumkks kaia da badet 11 TO GONE NS 11 Toog o tof VEMS Lese eee nen 12 Chapter 2 Browse Menu smemmemteedaiiedenddnentaesdenemednkananeddene 13 Browsing TOM FVenNSsusuarasmmdnssstelsdaneekude odde eh awed Ce eee et 15 Browsing for Facilities Sc Oo oe ek oh ae eas deer men aid Sus aris eae ue dela uenen ae suas 18 Browsing for SPACES Aine Rel aed ele edanater ene 20 Locating ELG 10 0 EE ee RA 22 Checking In Yourself Checking Out Yourself from a Building EMS Workplace 25 Chapter 3 Reservations Menu rnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnvnnnen 27 Overview of the Reservations Menu mrrr
16. needed your email address name phone number and so on email address then this new email address is the address that you must now use Ta If you log into VEMS using your network email address and you change your for logging in e To change your password enter your new password in the Password field and then enter the exact same password again in the Confirm Password field 63 Chapter 4 My Acct Menu received from VEMS such as reminders or the reservation summary that is emailed when you submit your reservation and or viewing and or modifying miscellaneous notes for the account Ta Options might also be present to opt out of receiving automatic emails that are 3 Click Save 64 Chapter 4 My Acct Menu Creating Delegate Accounts A delegate is another web user who can assume your identify upon logging in to VEMS and carry out actions on your behalf You can create one or more delegate accounts To create delegate accounts 1 Under My Account click Edit My Account The User Account page opens The User Info tab is the active tab 2 Open the Delegates tab Figure 4 2 User Account page Delegates tab e 9 Virtual EMS YL Browse MM Reservations JOR My Accoun t OG Admin Welcome Tammy Van Boening Enter text to search for delegate Search Users matching your search s User who can impersonate you toners SOD 3 In the search field enter a search string to search for users who are to be your d
17. present In addition certain labels might have been renamed in your implementation of VEMS For example group might have been relabeled to client employee customer or department Required fields are marked with a red asterisk 2 Inthe When and Where left pane of the page enter your date and time criteria Ta Time Zone is available only in EMS Enterprise 47 Chapter 3 Reservations Menu An option might be available to specify default values for some of these options See Setting Default Values for Room Requests on page 66 3 Inthe Setup Type Information section enter your attendance 4 Onthe Buildings dropdown list select the building and then in the Location field enter the location room in the building for which you are requesting services 5 Click Get Services The Details tab opens Figure 3 17 Services Only Request page Details tab fems on Virtual EMS Q Browse Mite Reservations E My Account GV Admin Wekome Tammy Van Boening d a Service Only Request Service Availability Details When and Where Event Details Date Event Name Event Type 12 9 2010 Thu Recurrence Service Request Service Request 2 Start Time End Time 5 00PM 6 00PM 9 Group Details Group Setup Information mies Attendance 1st Contact 10 aa Location Details Phones Building i Corporate Headquarters m Email Location Dr Wilson s Office
18. 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 68 37 Chapter 3 Reservations Menu Figure 3 7 Room Request page List view of search results roms Event Management Qy Browse pl Reservations J My Account VY Admin Wekome Tammy Van Boening Conference Room Request Location Details Fwen and where Selected Locations No rooms currently selected Date 12 10 2010 Fri BM Recurrence List Grid Floor Map Start Time End Time Availability 11 30 aM 12 30PM SELECT AVAILABLE LOCATION TIME ZONE CAPACITY PRICE Time zone Mountain Time Taal Reserve Arent a i 1 1 CCW Small Conf MT 10 all mE Request Facilities p My Favorites HQ 1 1 CCW VC 201 MT 10 1 1 CCW VC 202 MT o Attendance 15 Setup Type pa preference _ ie Availability Filters Room Type tam Se Tal ElI have read and agree to the terms and conditions View Floor _ con 7 Optionally click the name of the room location in either the list view or the grid view to open the Location Details popup which displays details and images for the building in which the room is found and various room details including images setup types capacities and features Figure 3 8 Location Details popup Virtual EMS Location Details a Building Code CTC De
19. 0 HQ Exec Lounge 0 40 Classroom CCE MR 301 o 12 CCE MR 302 o 20 CCW Small Conf o 10 CTC 101 o 20 CTC 102 o 20 CTC 103 o 30 CTC 104 o 30 CTC Aud A o 50 Figure 2 6 Browse Facilities page By Room Event Management Systems saseta Virtual EMS Q Browse e Reservations My Account LY Admin Welcome Tammy Van Boening Browse By Setup Type By Room Setup types by Room ROOM SETUP TYPE MIN CAPACITY CAPACITY CCE MR 301 Classroom 0 12 Standard As Is o 12 Theater 0 12 CCE MR 302 Classroom 0 20 Conference 0 16 Standard As Is oO 16 Theater 0 20 CCE VC 310 Conference 0 10 Standard As Is 0 10 CCW Small Conf Classroom 0 10 18 Chapter 2 Browse Menu In either view you can click on the Room Name to open the Location Details popup which displays detailed information about the room the building in which the room is found the room details the room setup type and the room features Figure 2 7 Location Details popup Virtual EMS Location Details Bataia petats Details Building Code EE Description Corporate Training Center Notes Room Details Setup Types Features Room Code Aud A Description Auditorium A Room Type Auditorium Floor Main Lobby Size 0 Phone x4823 Setup Hours 1 00 Teardown Hours 1 00 Notes Hollow Square 19 Chapter 2 Browse Menu Browsing for Space The Browse Space page is a read only page that displays all the roo
20. 7 Ej All Attendees Ed Novak Time zone Eastern Time X Areas all X Facilities all Setup Information List Grid Floor Map Attendance SELECT DISPLAY NAME 3 Mike O Shea Setup Type Conference Mike Wimett Find Attendee mike Availability Filters Room Type all X Floor all X Features Data Projector Polycom El VC Equipment You enter the information to search for available rooms and attendees in the When and Selected Locations Welcome Ed Nowak 2010 Eastern Standard Time 16 Hours 8 9 10 11 12P 1 2 3j 4 s 6 7 8 9 10 EMAIL JOB TITLE Mike O Shea dea com Lead Specialist mike dea com Programmer Where pane and you view the results of the search on the Location tab You enter information for the event on the Details tab 36 Chapter 3 Reservations Menu To submit a request for space booking a room with the PAM module 1 Under Reservations click a reservation option The Room Request page opens 2 Ta Because VEMS is so highly configurable the options that are outlined in the 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 customer or department Required fields are marked with a red asteris
21. Other Information 7 Get Services Has this request received management approval E Display E Flip Chart Food Service tems and condition 7 Service Type Estimated Count Standard l Beverage m Coffee Service Serves 10 E __ Soda Assorted Variety m Water Service ll Breaks 8 PM Break Please list any food allergies or dietary restrictions here Would you like us to send you a printed menu for future orders No Billing Information Billing Reference PO Number Q Q CIT have read and to the terms and conditions View rovzvec gt y SED 48 Chapter 3 Reservations Menu 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 might in the Group section might be automatically populated with your group department information You can modify this information If a Search icon then you can search for a group contact record for the event You might be required to answer additional information when booking the room These questions are displayed in an Other Information section One or more resource services sections will be displayed depending on the number and type of services that were available to you You must specify the information for the appropriate services for the booking You do not have to speci
22. Virtual EMS User s Manual for EMS Enterprise 6 0 EMS Campus 3 0 EMS Legal 6 0 EMS Workplace 6 0 EMS Professional 12 0 Event Management Systems Schedule Clarity Copyright Limit of Liability Trademarks O 2011 Dean Evans and Associates Inc All rights reserved The information contained herein is proprietary and confidential and is the exclusive property of DEA Inc It may not be copied disclosed used distributed modified or reproduced in whole or in part without the express written permission of DEA Inc DEA Inc has used their best effort in preparing this guide DEA Inc makes no representations or warranties with respect to the accuracy or completeness of the contents of this guide and specifically disclaims any implied warranties of merchantability or fitness for a particular purpose Information in this document is subject to change without notice and does not represent a commitment on the part of DEA Inc or any of its affiliates The accuracy and completeness of the information contained herein and the opinions stated herein are not guaranteed or warranted to produce any particular results and the advice and strategies contained herein may not be suitable for every user The software described herein is furnished under a license agreement or a non disclosure agreement The software may be copied or used only in accordance with the terms of the agreement It is against the law to copy the software on any
23. an or equal to the current day s date for the selected reservation are displayed on the Current tab of the Reservation Summary page You can also carry out actions for the reservation from the Current tab Figure 3 22 Reservation Summary page Current tab All Historical Bookings ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP Oe 2 12 17 2010 Fri 11 00 AM 12 00 PM ET Meeting CCE MR301 Confirmed Conference 5 To cancel a booking click the Cancel icon p next to it e To edit a booking click the Edit icon 4 next to it See To edit a booking below e To add or edit services attendees Vvisitors setup notes resources with service orders and or resources w out service orders for a booking click the Add icon gy next to it See To add services for a booking on page 55 Depending on the category that you select Attendees Setup Notes Resources with Service Orders or Resources w out Service Orders you might have to supply additional information such as the start and end times the estimated count and so on and you might also have to answer service specific questions e To view services for a booking click the View icon next to it To edit a booking 1 Under Reservations click View My Requests to open the Reservation Summary page 2 Select the reservation request for which you are editing one or bookings The Reservations Details tab on the Reservation Summary page displays summary info
24. and Where Event Details Date Event Name Event Type 12 10 2010 Fri 3 Recurrence Training rake El Start Time End Time Group Details 12 00PM V 1 00PM Time zone Group Mountain Time El OU Department of Chemistry Facilities 1st Contact na preference el Tammy Van Boening Room Phone Fax op preference m 303 840 1755 Setup Information Email info spectrumwritingllc com Attendance an Other Information Setup Type fen prove ml Are the people attending this event Internal or External J EE ex El Display t Computer 8 Dell Laptop El Phone Oo Conference Phone a Two Way Radio Motorola Talkabout El Sound h 15 Speaker E Handheld Microphone EI Mixer 10 channel console E Portable Sound System Setup Notes CT have read and agree to the terms and conditions View You enter the information to search for available rooms in the When and Where pane You view the results of the search on the Availability tab and from this information you can determine if the room that you want will be available or if you must request another room You enter information for the event on the Details tab 43 Chapter 3 Reservations Menu To submit a request for space submitting an online request for a room 1 Under Reservations click a reservation option The Room Request page opens Because VEMS is so highly configurable the options that are outlined in the wy remainder of thi
25. arters MT Board Room 18 Executive Lounge 50 Meeting Room 1 14 Meeting Room 2 12 Corporate Training Center MT 101 20 102 20 103 30 104 30 Auditorium 100 Auditorium A 60 Auditorium B 60 20 Welcome Tammy Van Boening 12 Hours Filter 12 PM 12 PM Event Type Setup Type Status Group ist Contact Name Phone 1st Contact Email Meeting 5 6 Conference 5 Confirmed Tammy Van Boening none x8564 info amp spectrumwritinglic com KA m Chapter 2 Browse Menu e Click on the Room Name to open the Location Details popup which displays detailed information about the room the building in which the room is found the room details the room setup type and the room features Figure 2 10 Location Details popup Virtual EMS Location Details Bateig petats Details Building Code EE Description Corporate Training Center Notes Room Details Setup Types Features Room Code Aud A Description Auditorium A a Room Type Auditorium Floor Main Lobby Size 0 Phone x4823 Setup Hours 1 00 Teardown Hours 1 00 Notes Hollow Square 21 Chapter 2 Browse Menu Locating a Group 22 You use the functions on the Locate page to locate a group as well as all the events for the current day s date for which the group is scheduled In EMS Workplace the check in check out status for a group is also displayed on this page If the group that is displayed on the page is you then you can u
26. des 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 6 Ta Time Zone Areas and Floor are available only in EMS Enterprise 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 See Figure 3 2 on page 32 Ta 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 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 68 Ta An option might be available to create a list of favorite rooms from which to make 31 Chapter 3 Reservations Menu Figure 3 2 Room Request page List view of search results Eems Event Management Qy Browse pl Reservations J My Account VY Admin Wekome Tammy Van Boening Conference Room Request Location Details Fwen and where Selected Locations No rooms currently selected
27. e After you submit any type of reservation request the Reservation Summary page opens The Reservation Summary page also opens after you select View Reservation Summary 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 19 Reservation Summary page Reservation Details tab Event Management Systems seen ten Virtual EMS TQ Browse M Reservations GOR my Account OG Admin Welcome Tammy Van Boening Reservation Id 1314 Edit Reservation Event Name Meeting Add Booking Event Type Meeting Cancel Services Billing Reference Cancel Bookings PO Number Cancel All Bookings View Reservation Summary Group Name Tammy Van Boening 1st Contact Name none Add booking to personal calendar Phone x8564 Booking Tools 2nd Contact Name Edit Additional Information Phone All Historical ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP ix 2 12 17 2010 Fri 11 00 AM 12 00 PM ET Meeting CCE MR301 Confirmed Conference 5 51 Chapter 3 Reservations Menu 52 The Reservation Details tab displays a detailed summary for the selected reservation the Reservation ID the Event Name the Event Type and so on All the current bookings which are booki
28. eference fel Tammy Van Boening Room Phone Fax ne preference fel 303 840 1755 Setup Information Attendance 10 Setup Type no preference fl Email info spectrumwritingllc com Other Information Are the people attending this event Internal or External Audio Visual El Display El Computer C Dell Laptop El Phone m Conference Phone Two Way Radio Motorola Talkabout El Sound E 15 Speaker Handheld Microphone Mixer 10 channel console Portable Sound System Setup Notes 45 Chapter 3 Reservations Menu 46 7 Enter the information for the event When you are entering the event details note the following e Required fields are marked with a red asterisk At minimum you must enter the event name the event type and group details e Some fields in the Group section might be automatically populated with your group department information You can modify this information e You might be required to answer additional information when booking the room These questions are displayed in an Other Information section e You might have the option of booking resources and or services for the event e You might be required to read and agree to Terms and Conditions If so you can click View to view the terms and conditions before you accept them Click Submit Reservation The Reservation Summary page opens See The Reservation Sum
29. elegates and then click Search A list of users who meet the search criteria are displayed in the Users matching your search pane string is not case sensitive and it can appear anywhere in the search results For example if you enter ed search results can include the Ed Smith Ted Wilson and so on Ta Your search is limited to the exact order of the characters in the string but the 4 Select the web user or CTRL click to select the multiple web users who are to be your delegate accounts and then click the Move gt button to move the selected users to the User who can impersonate you list 5 Click Save 65 Chapter 4 My Acct Menu Setting Default Values for Room Requests The My Account menu contains an options for setting some default values Start Time End Time and so on for the different types of room requests To set default values for room requests 1 Under My Account click User Options The User Personalization page opens The Personalize tab is the active tab Figure 4 3 User Personalization page Personalize tab EZ amp Event Management an Virtual EMS 2 Browse MWM Reservations JOR My Account OG Admin Welcome Tammy Van Boening Personatie My Favorites Select process to personalize SELECT PARENT MENU PROCESS Reservations Conference Room Request Reservations Service Only Request i Reservations VTC Request Select a template above to customize your selections seers SE 2
30. entation Preface VEMS User s Manual Information that can vary in a command variable information is indicated by alphanumeric characters enclosed in angle brackets for example lt Location gt Do not type the angle brackets when you specify the variable information A new term or term that must be emphasized for clarity of procedures is italicized Page numbering is online friendly Pages are numbered from to x starting with the cover and ending on the last page of the index Although numbering begins on the cover page this number is not visible on the cover page or front matter pages Page numbers are visible beginning with the first page of the table of contents This manual is intended for both print and online viewing e If information appears in blue it is a hyperlink Table of Contents and Index entries are also hyperlinks Click the hyperlink to advance to the referenced information Assumptions for the manual The VEMS User s Manual assumes that You are familiar with web based applications and basic web functions and navigational elements Organization of the manual In addition to this Preface the VEMS User s Manual contains the following chapters and appendices Chapter 1 Getting Started with VEMS on page 9 details the procedures for opening and logging on to the VEMS application Chapter 2 Browse Menu on page 13 details the options that are available on the Browse menu
31. ervations dg My Account OY Admin Welcome Tammy Van Boening x Me Powered by MENE To log out of VEMS Under My Account click Log Out 12 Chapter 2 Browse Menu The Browse menu for VEMS always contains options for browsing for events browsing for facilities browsing for space and for locating groups In EMS Workplace the Browse menu also contains an option for checking in individuals checking out individuals to from a building This chapter covers the following topics Browsing for Events on page 15 Browsing for Facilities on page 18 Browsing for Space on page 20 Locating a Group on page 22 Checking In Yourself Checking Out Yourself from a Building EMS Workplace on page 25 13 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 SUNDAY 15 22 29 Daily List Weekly List Mo lt gt August 2010 MONDA 2 9 suces Virtual EMS Qy Browse S Reservations 0 my Account LY Admin nthly List Weekly Calendar Monthly Calendar Y TUESDAY 10 8 00 AM 9 00 AM MT MU MU 100 16 23 30 17 9 00 AM 10 00 AM MT etir MU MU 110 24 31 WEDNESDAY THURSDAY 4 5 11 12 2 30 PM 3 00 PM MT
32. ervices only to a location that is not managed in EMS for example an office or off site location Your EMS administrator configures all these request types behind the scenes and the type is not explicitly displayed on the Reservations menu Instead is reflected in the tabs fields and functions that are available on the Room Request page which is the page that opens after you select one of these requests In addition the Reservations menu contains an option for viewing all the requests for space and or services that you have submitted 29 Chapter 3 Reservations Menu Submitting a Request for a Space Booking a Room 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 Event Management n Virtual EMS Qy Browse MM Reservations J Conference Room Request When and Where Date 12 8 2010 Wed Start Time End Time D 7 Recurrence Time zone Mountain Time EG Areas all El Facilities tai mies Setup Information Attendance o Setup Type no preference El Availability Filters a Room Type am fel Floor am m Features El Built In Sound and Video Network Connection View of Mountains Ovtc My Account Ep Admin
33. es Request Boening Request Wilson s Office 1321 Service Tammy Van 12 10 2010 Fri 12 10 2010 Fri Web Corporate Headquarters Dr Ves Request Boening Request Wilson s office 1318 Meeting Tammy Van 12 13 2010 12 13 2010 Confirmed Corporate Center East Meeting No Boening Mon Mon Room 301 1317 Service Request 1314 Meeting 12 17 2010 Fri 12 17 2010 Fri Web Request 12 17 2010 Fri Confirmed Corporate Headquarters No Tammy s Office Tammy Van Boening Tammy Van Boening 12 17 2010 Fri Corporate Center East Meeting Yes Room 301 Powered by You can carry out the following actions from the Requests page 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 a 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 if you enter ed search results can include the College of Education Seminar Ed Smith fundraiser Health Center Education Training and so on e To view all requests that you have ever made regardless of 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 S 50 Chapter 3 Reservations Menu The Reservation Summary Pag
34. fully interactive capacity If you print the document for best results it is recommended that you print it on a duplex printer however single sided printing will also work If you view the document online a standard set of bookmarks appears in a frame on the left side of the document window for navigation through the document For better viewing decrease the size of the bookmark frame and use the magnification box to increase the magnification of the document to your viewing preference If you do print the document using a single sided printer you might see a single y blank page at the end of some chapters This blank page has been added solely to ensure that the next chapter begins on an odd numbered page This blank page in no way indicates that your book is missing information Conventions used in the manual The VEMS User s Manual uses the following conventions The VEMS menu options and page options fields dropdown lists toolbars links and available functions are highly configurable All available VEMS menu options and page options are described in detailed or referenced in this User s manual Your EMS administrator configures your organization s implementation of VEMS to best suit your organization s business needs In addition some options are available only if you have a VEMS account Therefore the options that are discussed in this User s manual might be different than what you observe for your VEMS implem
35. fy information for a resource service if you do not want to request the service for the booking You might be required to specify billing information You can manually enter the billing information or if a Search icon Q 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 view the terms and conditions before you accept them Click Submit Reservation The Reservation Summary page opens See The Reservation Summary Page on page 51 49 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 18 Requests page Current tab n AT p Event Management meen Virtual EMS 2 Browse MY Reservations JOR My Account OY Admin Welcome Tammy Van Boening Reservation Id Event Name Quick Search Show Cancelled ID NAME GROUP FIRST LAST STATUS LOCATION HAS BOOKING BOOKING SERVICES 1322 Service Tammy Van 12 9 2010 Thu 12 9 2010 Thu Web Corporate Headquarters Dr Y
36. g your search GROUPS NAME GROUP TYPE CITY Academic College of Education Internal Denver Ed Nowak none Health Center Education Programs Internal Denver Chapter 2 Browse Menu e To view the bookings with the current day s date for which the group is scheduled click the name of the group in the search results The Locate page is refreshed with a list of the applicable bookings Figure 2 13 Bookings for a selected group n lt Virtual EMS Qy Browse Mle Reservations BY My account 2 Admin Welcome Tammy Van Boening 2 a Group Name ta Locate Tammy Van Boening is currently checked out Events for Tammy Van Boening TIME TITLE LOCATION VIEW ON MAP CHECK IN CHECK OUT 9 00 AM 10 00 AM MT Meeting HQ MR 1 3 00 PM 5 00 PM MT Reception CCW VC 201 4 sonen gt y SE e Click the Floor Plan icon 4 for an event to open to open the floor plan for the event s building and view the location of the event s room on the plan Figure 2 14 Viewing the floor plan for an event s building Qy Browse PM Reservations Gh my Account OG rain Welcome Tammy Ven Boening Tammy Van Boening is currently checked out Events for Tammy Van Boening TIME TITLE LOCATION VIEW ON MAP CHECK IN CHECK OUT 9 00 AM 10 00 AM MT Meeting HQ MR1 3 00 PM 5 00 PM MT Reception Cow vc201 a aJ JE 23 Chapter 2 Browse Menu 24 In EMS Workplace if the group that you
37. ing Room Phone Fax ro preference ll 303 840 1755 Setup Information Email info spectrumwritingllc com Attendance o Other Information Setup Type no preference EG k zz Audio Visual El Display Are the people attending this event Internal or External E Computer ga Dell Laptop El Phone El Sound Setup Notes CT have read and agree to the terms and conditions View 10 Enter the information for the event When you are entering the event details note the following e Required fields are marked with a red asterisk At minimum you must enter the event name the event type and the group details e Some fields in the Group section might be automatically populated with your group department information You can modify this information If a Search icon Q is present then you can search for a group contact record for the event e You might be required to answer additional questions when booking the room These questions are displayed in an Other Information section 34 Chapter 3 Reservations Menu You might have the option of booking services for the event If so then a Service section is displayed on the Details tab 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
38. k 93 66 In the When and Where left pane of the page enter your date and time criteria An option might be available to specify default values for some of these options See Setting Default Values for Room Requests on page 66 Optionally on the Facilities dropdown list select a building If needed click the Search icon to open a Buildings popup from which you can select multiple buildings In the Setup Type Information section enter your attendance and setup type 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 6 Ta Time Zone Areas and Floor are available only in EMS Enterprise 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 See Figure 3 2 on page 32 approval is required A room that you can request must be approved by an EMS reservation coordinator Ta A room that you can reserve is automatically booked for the event and no Ta An option might be available
39. l Conf Event Type Meeting Event Time 3 00 PM 4 00 PM MT Billing Reference PO Number Test Food Service terms end Conditions Start Time End Time Service Type Estimated Count 3 00 PM 6 4 00 PM Standard l 10 ll none E Catered Breakfast El Lunch a Box Lunch El Dinner E Dinner Option 1 l Dinner Option 2 ls Entree o Grilled T Bone w Smoked Blue Corn Chutney ls Dessert Finger Cakes Assorted Variety Serves 8 Key Lime Pie Slice ls Beverage E Coffee Tea Kiosk Mobile tal Coffee Service Serves 10 o Hosted Bar ia Soda Assorted Variety Oo Water Service El Breaks E AM Break E PM Break Please list any food allergies or dietary restrictions here Would you like us to send you printed menu for future orders No Save Cancel 5 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 category that you select Attendees Setup Notes Resources with Service Orders or Resources w out Service Orders you might have to supply additional information such as the start and end times the estimated count and so on and you might also have to answer service specific questions If you are adding catering food services resources without service orders setup notes and or a room charge then the Available Services tab closes You return to the Bo
40. lities Corporate Training Center El 1 1 CTC Auditorium MT 100 Room 1 1 CTC Aud A MT 60 no preference al 1 1 CTC Aud B MT 60 Setup Information Attendance 25 Setup Type no preference l ananinty IT have read and agree to the terms and conditions View 44 Chapter 3 Reservations Menu 5 Optionally click the name of the room location to open the Location Details popup which displays details and images for the building in which the room is found and various room details including images setup types capacities and features Figure 3 14 Location Details popup Virtual EMS Location Details Bateig petats Details Building Code EE Description Corporate Training Center Notes Room Details Setup Types Features Room Code Aud A Description Auditorium A Room Type Auditorium Floor Main Lobby Size 0 Phone x4823 Setup Hours 1 00 Teardown Hours 1 00 Notes gt Hollow Square 6 Open the Details tab Figure 3 15 Room Request Form page Details tab FEN Virtual EMS fel s O e 4 Browse pg Reservations B My Account EP Admin Welcome Tammy Van Boening Training Center Request Form Details Availability When and Where Event Details Date ate Event Name 12 10 2010 Fri Training Recurrence i Start Time End Time 12 00 PM P 1 00PM Group Details Time zone Group Mountain Time fe OU Department of Chemistry Facilities 1st Contact ne pr
41. mary Page on page 51 Chapter 3 Reservations Menu Requesting Services Only When you request services only for a location that is not managed in EMS then the Services Only Request page opens with a When and Where pane the left pane of the window and two tabs a Service Availability tab and a Details tab Figure 3 16 Services Only Request page Service Availability tab Event Management Virtual EMS Q Browse MM Reservations FA MyAccount YJ Admin Welcome Tammy Van Boening Service Only Request Service Availability Details When and Where z Audio Visual Date Must be submitted at least O hour s prior to the start of the booking 12 9 2010 Thu Recurrence Food Service Start Time End Time Must be submitted at least O hour s prior to the start of the booking I have read and agree to the terms and conditions View Setup Information Continue Attendance o Location Details Building Corporate Hesdquarters Location The Service Availability tab lists the available services that you can request for the location You enter the information for this location in the When and Where pane You enter information for the event on the Details tab To request services only 1 Under Reservations click a reservation option The Services Only Request page opens Because VEMS is so highly configurable the options that are outlined in the y remainder of this procedure might or might not be
42. ms in your organization in which you can schedule an event along with the availability information for each room based on the current day s date in a grid view To open the Browse Space page under Browse click Browse Space Figure 2 8 Browse Space page Q Browse Reservations B My Account LY Admin Browse Welcome Tammy Van Boening Wednesday December 08 2010 Mountain Time 12 Hours Filter L Room Cap 8 3 10 ar ES ilL LELE Corporate Center East ET 10 11 12 PM 1 2 3 4 5 6 7 8 Meeting Room 301 12 Meeting Room 302 16 Video Conference Room 310 10 Corporate Center West MT 8 3 10 11 i2m 1 2 3 4 5 6 Small Conference Room 10 Video Conference Room 201 10 Video Conference Room 202 o Corporate Headquarters MT 8 5 10 11 12 PM 1 2 3 4 5 6 Board Room 18 Executive Lounge 50 Meeting Room 1 14 EA Meeting Room 2 12 Corporate Training Center MT 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 Space page e Place your cursor over an event entry to open the Event Details popup which displays information for the event Figure 2 9 Event Details popup Q Browse Reservations O My Account LV Admin Browse Meeting Room 301 12 Meeting Room 302 16 Video Conference Room 310 10 Corporate Center West MT Small Conference Room 10 Video Conference Room 201 10 Video Conference Room 202 o Corporate Headqu
43. n find an available room for these dates after you submit your reservation 12 Open the Details tab opens Figure 3 10 Room Request page Details tab Event Management Systems Schodule Clarity Q Browse S Reservations My Account LY Admin Welcome Ed Nowak Book a Meeting Room Location Details When and Where Meeting Details W Add to Calendar Send Invitations Meeting Name Meeting Type Date Meeting Meeting Internal X 12 15 2010 Wed BE Recurrence Start Time __ End Time _ Calendaring Details 8 00AM 10 00 am 7 Show Time As Busy X Time zone Mountain Time r Reminder all none X Facilities Denver private Attach File Setup Information v Attendance Employee Details 5 Employee Nowak Edward J Ja ist Contact Nowak Edward J Q Phone Fax Setup Type no preference Find Attendee se Availability Filters Email Room Type ed dea com all Floor all Features E Data Projector El Polycom Billing Information Cost Center Number 44 4444 Q Chapter 3 Reservations Menu 13 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 details name and event type You specify the appointment informati
44. n for the booking displayed To add services for a booking 1 Under Reservations click View My Requests to open the Reservation Summary page 2 Select the reservation request for which you are editing one or more bookings The Reservations Details tab on the Reservation Summary page displays summary information for the selected reservation and all its bookings Figure 3 24 Reservation Summary page Reservation Details tab Event Management amen Virtual EMS DL Browse MMM Reservations JUG My Account OG ramin Reservation Details Additional Information Reservation Id Event Name Event Type Billing Reference PO Number Group Name ist Contact Name Phone 2nd Contact Name Phone All 1314 Meeting Meeting Tammy Van Boening none x8564 Historical Welcome Tammy Van Boening Back to My Requests Edit Reservation Add Booking Cancel Services Cancel Bookings Cancel All Bookings View Reservation Summary Add booking to personal calendar Booking Tools Edit Additional Information ACTIONS SERVICES DATE 12 17 2010 Fri 11 00 AM 12 00 PM ET x 4 P TIME TITLE LOCATION STATUS SETUP Meeting CCE MR301 Confirmed Conference 5 55 Chapter 3 Reservations Menu 3 Click the Add icon gy next to the booking to which you are adding services 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 se
45. nce Room 201 10 Video Conference Room 202 o Corporate Headquarters MT TE 8 3 10 11 12 PM 1 2 3 nl i E Board Room 18 Executive Lounge 50 Meeting Room 1 14 Meeting Room 2 12 Corporate Training Center MT E 8 s Event Type Meeting 5 6 101 20 Setup Type Conference 5 102 20 Status Confirmed 103 30 Group Tammy Van Boening 104 30 1st Contact Name none Auditorium 100 Phone i x8564 Pr ee 1st Contact Email info spectrumwritinglic com Auditorium B 60 aE a L e Click the Event Name Title to open the Booking 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 Virtual EMS Booking Details Reservation Id 1313 32 Add booking to personal calendar Booking Id 6825 Event Name Meeting 55 Add all bookings to personal calendar Event Type Meeting Social Networking Date Wednesday December 08 2010 Location HQ MR 1 Reserved Time 9 00 AM 10 00 AM MT Event Time 9 00 AM 10 00 AM MT Setup Type Conference 5 Status Confirmed Group Tammy Van Boening 1st Contact Name none Phone x8564 Fax 1st Contact Email info spectrumwritingllc com Event Coordinator none Salesperson none First Booking Wednesday December 08
46. nd carry out actions in VEMS on your behalf It also contains options for options for customizing some default values Start Time End Time and so on for the different types of room requests and for creating a list of favorite rooms to search for availability This chapter covers the following topics e Modifying your User Account on page 63 e Creating Delegate Accounts on page 65 e Setting Default Values for Room Requests on page 66 e Creating a List of Favorite Rooms on page 68 61 Chapter 4 My Acct Menu 62 Chapter 4 My Acct Menu Modifying your User Account Your user account specifies your email address your name your phone number your fax number and your time zone You can modify all of these values Your user account also provides the option of modifying your VEMS password To modify your user account 1 Under My Account click Edit My Account The User Account page opens The User Info tab is the active tab Figure 4 1 User Account page User Info tab enn Virtual EMS Browse MM Reservations GOR MyAccount OY Admin Welcome Tammy Van Boening Email info spectrumwritingllc com Name Tammy Van Boening Phone 303 840 1755 Fax Time zone Mountain Time Password Confirm Password Notes ElI do NOT want to receive automatic emails Save sonen oy SES 2 Do one or more or all of the following e Modify any of the information for your account as
47. ngs with a date greater than or equal to the current day s date are displayed on the Current tab for the reservation If you answered any additional questions required or optional for the reservation then these questions and answers are displayed on the Additional Information tab Figure 3 20 Reservation Summary page Additional Information tab MT g Eveat Management Sena Virtual EMS T Browse PM Reservations JOR My Account OY Aamin Welcome Tammy Van Boening Reservation Details Additional Information Backin My Rameante Has this request received management approval Ves All Historical ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP Oe 2 12 9 2010 Thu 5 00 PM 6 00 PM MT Service Request HQ Dr Wilson s Office Web Request none 10 The following links are displayed on the Reservation Details tab Click on the 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 Plan A Meeting module Add Booking 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 the reservation Cancel Bookings Cancel selected bookings within the reservation Cancel All Bookings Cancel all bookings within the reservation View Reservation Summary Provides a summary of the selected reservation all its bookings and
48. nnnnennnnnnnnnnnnnnnnennnnn 63 To modify your user ACCOUNT aus sr ap tecaseseited de catesecant dey n kka bb ae edenedies 63 Creating Delegate ACCOU MES x vices cuss peeve chet pant yearn cree pees ineedvetesavesen a eegvedomagtpee 65 To create delegate ACCOUNMS cccccccesseeeeeeeeeenennanaeeeeeeeeeeeeeeeeeeeeseeeeesssseseseeeenenaaaaaes 65 Setting Default Values for Room Requests rnnnnnnnnannnnvnnnnnnnnnnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnnne 66 To set default values for room requests eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeneeeeeeeeeeeaes 66 Creating List of Favorite ROOMS mdr 5 soece tend cassis der ence dea ee cedetscaks Rane danken ates onde ender 68 To create a list of favorite OOMS aan 68 11013 EE RE EE E E E 71 Preface Welcome to the VEMS User s Manual The purpose of the VEMS User s Manual is to answer your questions and guide you through the procedures necessary to use the VEMS application efficiently and effectively Using the manual You will find the VEMS User s Manual easy to use You can simply look up the topic that you need in the table of contents or the index Later in this Preface you will find a brief discussion of each chapter to further assist you in locating the information that you need Special information about the manual The VEMS User s Manual has a dual purpose design It can be distributed electronically and then printed on an as needed basis or it can be viewed online in its
49. nnnrnnnnnnnvrnvrrrnnnnnrnnnnnnrennnnnrrnnrrrnnnennsnnnnrrrenssennn 29 Submitting a Request for a Space Booking a ROOM rrrrrnrnnnnnnnnnnnnnrnnnnnnnnnnnnnnnnnererenr 30 To submit a request for space booking a LOOM cceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeess 31 Submitting a Request for a Space Booking a Room with the Plan A Meeting Module 36 To submit a request for space booking a room with the PAM module 0 37 Submitting a Request for Space Submitting an Online Request for a Room 43 To submit a request for space submitting an online request for a room 0 44 Requesting Services Only naan aka ahi ange Gear ad alec ie bets 47 TO request services DNV wencso2 cckeceevesecesencnsbeaee cared ennpesdeeccenta ann dad penn gkrevnnankted ens kdyann ee 47 Viewing your Requests Aung ddmd 50 The Reservation Summary P g wave Ger 51 G rrent EE EEE EEE EN 54 Toe 4 BON sees 54 To add services for a booking rrnnnnnnnnnvvnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnannrnnnnnnnnnnnnnnnnnnnnnnnnnen 55 VEMS User s Manual Making or Canceling Reservations from your Mobile Phone cccccceeeeeeeeeeeeeeeees 59 To make or cancel reservations in VEMS from your mobile phone rennnnnvnnvrrnnnnnnrn 59 Chapter 4 My Acct Menu sannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnr 61 Modifying your User Account annnnnnnnnnnnnnvnnnnnnnnnnnnnnnnennnnnnnnnnennnnnnnnrn
50. oking Details tab with the newly added services displayed under Existing Services If you are adding attendees and or agendas then you remain on the Attendees Agenda page After you add all the necessary attendees and or agendas click Back to Reservation Summary page 58 Chapter 3 Reservations Menu Making or Canceling Reservations from your Mobile Phone If you can access VEMS from your mobile phone then you can make simple reservations in VEMS and or cancel one or bookings for a reservation in VEMS To make or cancel reservations in VEMS from your mobile phone 1 Log into VEMS The My Reservations page opens This page lists the Room Request options that have been configured for mobile phone access Figure 3 30 My Reservations page My Reservations rer Use full version 2 Click the needed Room Request option to open its template and make or cancel reservations as needed To move between the various pages of a template equivalent to tabs in VEMS y click the Next and Previous buttons in the lower right corner of the template Figure 3 31 Example of a Room Request template configured for mobile phone access came Date 12 10 2010 Corporate Center East le Nex 59 Chapter 3 Reservations Menu 60 Chapter 4 My Acct Menu The My Account menu provides options for editing your user profile and for specifying delegates Which are web users who can assume your identity in VEMS a
51. on in the Calendaring Details section You can also click Attach Files to attach files to the meeting invitation Some fields in the Group Employee section might be automatically populated with your group department information You can modify this information If a Search icon is present then you can search for a group contact record for the event You might be required to answer additional questions when booking the room These questions are displayed in an Other Information section You might have the option of booking services for the event If so then a Service section is displayed on the Details tab 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 view the terms and conditions before you accept them 14 Click Submit Reservation The appointment is added to your personal calendar and meeting invitations are automatically sent to the meeting attendees The appointment form contains two embedded links one for the organizer and one for an attendee to access the reservation in VEMS See Figure 3 11 on page 42 From this point forward you must make all booking changes in VEMS If you modify or cancel a meeting that was originally created using the PAM feature within VEMS from your personal calendar the meeting
52. onference Room Conference Executive Suites Corporate Center West Video Conference Room 201 Video Conference ist Floor Corporate Center West Video Conference Room 202 Video Conference ist Floor snes SG 5 Click the Add icon next to each room that is to included in your Favorites list Now when you select any type of room request process for which you can book a room the name of your Favorites list is automatically displayed in the Facilities field for the request If you leave the Facilities field set to this value then all the rooms that are contained in this Favorites list are automatically searched for availability after you click Find Space 69 Chapter 4 My Acct Menu 70 Index A Assumptions for the manual 8 B booking adding from the Reservation Summary page rernvrrrnvnnnvrnenre 51 adding or editing services for on the Current tab of the Reservation Summary page rernvrnnnvnnnvrnenre 54 adding services tO 200 54 adding to your personal calendar from the Reservation Summary canceling from the Current tab on the Reservation Summary page 54 canceling from the Reservation Summary page rernvrnrnvnnnvrnenre 51 editing from the Current tab on the Reservation Summary page 54 editing from the Reservation summary page eee eeeee 51 Browse menu Browse for Events option 15 Browsing for Facilities option 18 Browsing for Space option
53. rmation for the selected reservation and all its bookings Figure 3 23 Reservation Summary page Reservation Details tab Event Management aes Virtual EMS Browse mm Reservations 23 My Account Yj Admin Welcome Tammy Van Boening p z Ad z Reservation Id 1314 Edit Reservation Event Name Meeting Add Booking Event Type Meeting Cancel Services Billing Reference Cancel Bookings PO Number Cancel All Bookings Group Name Tammy Van Boening View Reservation Summary ist Contact Name none Add booking to personal calendar Pia x8564 Booking Tools 2nd Con finne Edit Additional Information Phone All Historical ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP E 2 12 17 2010 Fri 11 00AM 12 00 PMET Meeting CCE MR301 Confirmed Conference 5 3 Click the Edit icon Chapter 3 Reservations Menu next to the booking that is to be edited A Request page opens The Request page that opens depends upon the type of booking that you are editing a booking for reserving a room a booking for requesting a room or a booking for services only 4 Edit the information for the booking as needed Ta Required fields are marked with a red asterisk 5 At the bottom of the Room Request page or Room Request Form page click Update Booking A message opens indicating that the booking was successfully updated 6 Click OK The message closes You return to the Reservation Summary page with the new or modified informatio
54. rvices 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 Back To Reservation Summary Event Name Meeting Group Ed Nowak Date Wednesday December Setup Type none 10 29 2010 Status Confirmed Location CCW Small Conf Event Type Meeting Event Time 3 00 PM 4 00 PM MT Billing Reference PO Number Available Services EE Audio Visual Food Service Setup Notes Attendees rovers oy SED 4 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 See Figure 3 26 below Figure 3 27 on page 57 Figure 3 28 on page 57 Figure 3 29 on page 58 Figure 3 26 Adding setup notes 56 Qy Browse a Reservations My Account LV Admin Welcome Tammy Van Boening Back To Reservation Sommaiy Event Name Meeting Group Ed Nowak Date Wednesday December Setup Type none 10 29 2010 Status Confirmed Location CCw Small Conf Event Type Meeting Event Time 3 00 PM 4 00 PM MT Billing Reference PO Number Setup Notes Save Cancel Chapter 3 Reservations Menu Figure 3 27 Adding attendees Qy Browse Reservations JU My Account OY Admin Welcome Tammy Van Boening Back To Reservation Summary Event Name Meeting Group Ed Nowak Da
55. s 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 customer or department Required fields are marked with a red asterisk 2 Inthe When and Where left pane of the page enter your date and time criteria Ta Time Zone is available only in EMS Enterprise An option might be available to specify default values for some of these options See Setting Default Values for Room Requests on page 66 3 Inthe Setup Type Information section enter your attendance and setup type 4 Click Check Availability A list of rooms that meet the search criteria and that are available for the indicated reservation time are displayed on the Available tab From this information you can determine if the room that you want for the meeting will be available or if you must request another room Figure 3 13 Request Room Form page Availability tab meeen Virtual EMS Jy Browse MM Reservations JO My Account W aamin Wekome Tammy Van Boening Training Center Request Form Details A When and Where Availability Date Available Location Time zone Capacity Price 12 9 2010 Thu Recurrence pe a Request Start Time End Time 3 MT 20 5 00PM 6 00 PM aft GTC 101 1 1 CTC 102 MT 20 Time zone i Mountain Time G 1 1 CTC 103 MT 30 gii 1 1 CTC 104 MT 30 Faci
56. scription Corporate Training Center Notes Room Details Setup Types Features Room Code Aud A Description Auditorium A F Room Type Auditorium Floor Main Lobby Size oO Phone x4823 Setup Hours 1 00 Teardown Hours 1 00 Notes Hollow Square 38 Chapter 3 Reservations Menu 8 Inthe Find Attendee field enter a search string and then click the Search icon Q All the users and distribution groups in your global address list and personal contact list with names that meet the search criteria are displayed on the Location tab At the top of the tab the real time free busy schedules for all the attendees including yours are displayed string is not case sensitive and it can appear anywhere in the search results For example if you enter ed search results can include the Ed Smith Ted Wilson and so on Ta Your search is limited to the exact order of the characters in the string but the Ta Click a distribution group name to explode the group into its individual members 9 Click the Add icon gg next to each attendee that is to be invited to the meeting 10 Click Find Space A combination of the invited attendees free busy schedule as pulled directly from the attendees email system and room information that meets the room search criteria is displayed Figure 3 9 Room Request page Grid view of search results Event Management Systems Schedule Clarity Q Browse a Reservations My Account
57. se the functions that are available to check yourself in to or out of a building for an event In addition if your organization has purchased and installed the optional Floor Plan Module then a Floor Plan icon B might be displayed for a building You can click this icon to open a floor plan for the selected building and view the location of the event s room on the plan To open the Locate Group page under Browse click Locate Group Figure 2 11 Locate page 28 p Erea Management arn Virtual EMS DL Browse MEM Reservations GOR my Account OY ramin Welcome Tammy Van Boening Group Name I iacaa You can do the following on the Locate page To locate all groups that have events scheduled for the current day s date leave the Group Name field blank and then click Locate To search for a specific group enter a search string in the Group Name field and then click Locate A list of all groups that meet your search criteria is displayed on the page 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 if you enter ed search results can include the College of Education Ed Smith Health Center Education Programs and so on Figure 2 12 Locate page with search results Browse ite Reservations FA My Account OY Admin Welcome Tammy Van Boening Group Name ed Groups matchin
58. ssage that opens The selected location is displayed at the top of the Location tab If you are scheduling a video conference you might be required to specify a host y 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 count for each room Figure 3 4 Selected room displayed on Location tab toestion Details OG one HOLIDAYS cragr END LOCATION ES SETUPCOUNT CONFLICT Ej 12920107 5 00 PM 6 30PM CCW SmalConf Reserve 25 Availability SELECT AVAILABLE LOCATION TIME ZONE CAPACITY PRICE Reserve 1 1 CCE MR 301 ET 12 1 1 CCE MR 302 ET 16 1 1 CCW Small Conf MT 10 1 1 HQ MR1 MT 14 1 1 HO MR2 MT 12 33 Chapter 3 Reservations Menu 9 Open the Details tab Figure 3 5 Room Request page Details tab Event Management sear Virtual EMS Q Browse MM Reservations 23 My Account Ep Admin Welcome Tammy Van Boening Training Center Request Form Details Availability Date a Wa Event Name Event Type 12 28 2010 Tue H currence Training Training Start Time End Time 7 1 Group Details z Time zone Group Mountain Time El Facilities 1st Contact no preference El Tammy Van Boen
59. t Powered by ME 3 Under My Account click Log In The VEMS Login page opens Figure 1 2 VEMS Login page Event Management Systems ssssiecaiy Virtual EMS Welcome Guest User Id Password Login Email me my password Powered by ENE 11 Chapter 1 Getting Started with VEMS 4 Inthe User ID field enter your User ID which is either your network email address or your network User ID 5 Inthe Password field enter your password If you do not know your User ID or password contact your EMS administrator If wy you do not know your password you can click Email me my password to have an email that contains your password automatically sent to your network email address 6 Click Login The toolbar on the VEMS Home 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 Home page Welcome lt User Name gt is displayed If you have been granted delegate access to other web users accounts then your user name is displayed in a dropdown list along with the names of these web users You can assume the identity of any of these web users by picking the appropriate name in the dropdown list Ta For information about creating a delegate see Creating Delegate Accounts on page 56 Figure 1 3 VEMS Home page Event Management Systems sassoc Virtual EMS alt 2 P ry Qy Browse Res
60. te Wednesday December Setup Type none 10 29 2010 Status Confirmed Location CCW Small Conf Event Type Meeting Event Time 3 00 PM 4 00 PM MT Billing Reference PO Number Attendees Existing Attendees No Attendees Name Company Name Email Phone Notes O visitor Save Cancel Figure 3 28 Adding audio visual services resource without service order Q Browse Y Reservations I My Account OG Admin Welcome Tammy Van Boening Back To Reservation Summary Event Name Meeting Group Ed Nowak Date Wednesday December Setup Type none 10 arene Status Confirmed Location CCW Small Conf Event Type Meeting Event Time 3 00 PM 4 00 PM MT Billing Reference PO Number El Display _ 30 Lcp Tv 5 80 Diagnal Screen E Data Projector E Flip Chart Overhead Projector 3M TV DVD VEr 27 Combo Dell Laptop El Phone El Conference Phone Two Way Radio Motorola Talkabout El Sound 15 Speaker E __ Handheld Microphone __ Mixer 10 channel console a Li Portable Sound System Save Cancel 57 Chapter 3 Reservations Menu Figure 3 29 Adding catering food services resource with service order Qy Browse M Reservations O My Account OG Admin Welcome Tammy Van Boening eanet Back To Reservation Summary Event Name Meeting Group Ed Nowak Date Wednesday December Setup Type none 10 29 2010 Status Confirmed Location CCW Smal
61. view the terms and conditions before you accept them 11 Click Submit Reservation The Reservation Summary page opens See The Reservation Summary Page on page SL a Depending on how your EMS administrator has configured your VEMS implementation when 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 Submitting a Request for a Space Booking a Room with the Plan A Meeting Module The optional Plan a Meeting PAM module integrates VEMS application with your email system Microsoft Exchange or Lotus Notes If PAM is available then you can find available rooms and add attendees for a meeting Moreover invitations are automatically sent to the attendees when you submit the reservation in VEMS 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 6 Room Request page Location tab Event Management Systems Schedule Clarity Q Browse m Reservations g My Account LG Admin Book a Meeting Room Location Details When and Where No rooms currently selected F Add to Calendar Send Invitations Date 12 15 2010 Wed Recurrence Start Time EndTime _ 8 00AM 10 00 am Wednesday December Attendees
62. will not be reflected correctly in EMS The Reservation Summary page opens See The Reservation Summary Page on page 51 For a reservation containing multiple bookings a recurring meeting resolve any room conflicts using the booking tools outlined on the Reservation Summary page See The Reservation Summary Page on page 51 41 Chapter 3 Reservations Menu Figure 3 11 Example of an automatically generated email Format Text Review Developer Add Ins wearansomo gt fam e If you are the meeting organizer click the link below to edit your reservation http Iocalhost Virtual42 Iogin aspx Reservationld 21223 To view the details of this reservation click the below link http localhost Virtual42 Reservation Details aspx Reservationld 21223 NERATED BY VIRTUAL EMS 8 00 AM 10 00 AM 10 00 A Edward J Nowak FERE A 1 conflict Ed Nowak l i 42 Chapter 3 Reservations Menu Submitting a Request for Space Submitting an Online Request for a Room The Room Request Form page is organized into various sections to facilitate the online request process a When and Where pane the left pane of the window and two tabs a Details tab and an Availability tab Figure 3 12 Room Request Form page Details tab lt EE en Virtual EMS Qy Browse ae Reservations 4 My Account Ep Admin Welcome Tammy Van Boening Training Center Request Form pet Availability When

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