EMS: Basic Reservation

How-To Guide: Reserve a Room in EMS - Basic Reservation

Overview

This guide has basic instructions to help you reserve a room in EMS

What You'll Need

• Access to the EMS Web Application using your University login
• 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"

Step 2: Search for a room

• Fill out the "Date," "Start Time," and "End Time" of your activity
• Enter any additional search criteria, and click "Search"
• Tip: Use the "Recurrence" button to add a date pattern, see Reserve a Room in EMS - Advanced Reservation for detailed instructions

Step 3: Choose the room you want

• 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: Click "Schedule" to see the schedule for all rooms, even those that are unavailable

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 other rooms

• Your selected room will move to the top of the page
• If no other rooms are needed, click "Next Step"
• If additional rooms are needed, select them from the list by clicking the "Add Sign (+)" to the left of the room name

Step 6: Add any needed services

• If available, a list of available support services will populate, including AV, Housekeeping, Electronic Access, etc.
• If services are not needed, click "Next Step"
• Tip: If services are needed, scroll through the service categories and select items to add to your request. See Reserve a Room in EMS - Advanced Reservation for detailed instructions

Step 7: Complete reservation details

• Complete the fields in the "Event Details" section, fields outlined in red are required
• Select your name from the "1st Contact" drop down list, or start typing your name in this field to pull up your name, note the information in the "Group" field will automatically populate
• Tip: Use the "temporary contact" option to manually add the information for a contact that is not located in the drop-down list
• Complete the optional "2nd Contact" field if you would like to include a second contact on the reservation

Step 8: Complete other details

• Add any needed attachments in the "Attachments" section by clicking "Select your files," examples of attachments include room setup diagrams, detailed setup instructions, etc.
• Answer the questions in the "Additional Information" section
• Complete the "Billing Information" field by providing a speedtype, note speedtypes are required for all reservations

Step 9: Create reservation

• Click "Create Reservation"
• Some rooms are set for automatic booking, whereas others require approval
• For rooms requiring approval, you will receive a confirmation email within 2 - 3 business days for most classrooms and common conference spaces, while confirmations for departmentally managed spaces may take longer

Troubleshooting & Tips

• If you cannot log in to EMS, please visit our Password and Login Support page for assistance
• If you cannot see a specific department template or room, please work with your department scheduler/approver; they may need to submit an EMS Room Access Request on your behalf
• If you are having trouble with the room reservation process, you can submit a support request here: Service - EMS General User Support