How-To Guide: Combine Multiple Room Reservations in EMS
Overview
This guide will help you combine multiple rooms, dates, and times into one reservation in EMS to make your reservations easier to manage.
What You'll Need
- Access to the EMS Web Application using your University login
- These instructions assume a familiarity with submitting both single and recurring reservations in the EMS Web App, see EMS: How to Reserve a Room for detailed instructions
- Only reservations for classrooms and common conference rooms can be combined, not department conference rooms or any other service reservations
- Please note, EMS Web Application is optimized for use on a desktop or laptop computer
Step-by-Step Instructions
Step 1: Log in and begin your reservation
- Log in to EMS
- Click "CREATE A RESERVATION"
- Scroll to the desired reservation template (inclusive of the rooms you want to select from)
- Click "book now"
- Tip: It is possible to combine reservations for the same type of room, i.e. classroom requests can be combined with other classroom requests, but classroom requests cannot be combined with conference room requests.
Step 2: Search for a room for one date or for recurring dates
One Date:
- Fill out the "Date," "Start Time," and "End Time" of your activity
Recurring Dates:
- Click the "Recurrence" button
- Enter a date pattern using the "Repeats" options
- Enter the "Start Time" and "End Time" of your activity
- Click "Apply Recurrence"
- Tip: Under "Repeats" use the "Random" option to select non-patterned dates from a calendar, note this option is not available for all templates
Step 3: Choose a room
- Click "Search" and a list of available rooms meeting your search criteria will populate
- Choose the room that meets your needs by selecting the "Add Sign (+)" to the left of the room name
- Tip: For more information about the building and room, click on the room name
- Tip: Recurring room availability is displayed in the "Available" column, note the room may not be available for all of the dates in the recurrence. Click on the number for more information about the unavailable date.
Step 4: Enter attendees and read room information
- Enter the "Number of Attendees" and click "Add Room"
- Tip: Room-specific information may appear in a pop-up window, carefully read the information before clicking "OK"
Step 5: Add more rooms to your request
- Your selected room will move to the top of the page
- If additional rooms are needed for this same date/time, select them from the list by clicking the "Add Sign (+)" to the left of the room name
Step 6: Add more dates to your request
- Click the "Recurrence" button again to add more dates to this request.
- Click "Remove Recurrence" to clear out the existing search criteria.
- Search for another room for one date or recurring dates by following the instructions in steps 2 and 3 and continue to build your request with multiple dates, date patterns, and rooms
Step 7: After the request has been built with all of the needed dates/times/rooms, click "Next Step"
- Tip: To review the full date/time/room details of the request, click "My Cart"
Step 8: Request any services needed for all of the dates/times/rooms
- If available, a list of available support services will populate, including AV, Housekeeping, Electronic Access, etc., note requesting services for reservations with many bookings is not recommended during this step
- If services are not needed or will be added later, click "Next Step"
- Tip: Requesting services on this window will automatically add the service to every date and room on the reservation. If you need a service for only one date or room, do not add it here. The service should be added after submitting the initial room request, see EMS: How to Request Services for detailed instructions
Step 9: Complete reservation details
- Complete the required fields (outlined in red) on the "Reservation Details" page
- Click "Create Reservation"
Step 10: Edit parts or all of your request if needed
- Upon submitting your request, click "Edit this Reservation" to add services to one or some of the dates/rooms if needed, or to edit or add more bookings
- Tip: To add more dates or rooms to a reservation after it has been submitted, go to "MY EVENTS," click on the reservation to open it, click "New Booking," and follow the instructions in steps 2 and 3
Troubleshooting & Tips
Conclusion
Excellent work! Now you can create complex EMS room reservations with multiple bookings!