EMS: Advanced Reservation

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

Overview

This guide will help you reserve a room in EMS and includes instructions for advanced searching, making recurring room reservations, and requesting services.

What You'll Need

Before you begin, 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 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: Add other room search criteria

• Use "Locations Add/Remove" to filter by a building
• Select the building(s) to filter and click "Update Locations"

• Click "Let Me Search For A Room" to use additional search criteria to narrow down the search results
• Use "Features Add/Remove" to filter by room features
• Enter the "Number of People" to filter out smaller rooms
• Tip: Use the "Features" filter to search for only the most important features, note not all equipment is available in all rooms
• When finished entering all search criteria, click "Search"

Step 4: 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: 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 5: 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 6:  Add other rooms

• Your selected room will move to the top of the page

One Date:

• If no other rooms are needed, click "Next Step"
• Tip: If additional rooms are needed, select them from the list by clicking the "Add Sign (+)" to the left of the room name

Recurring Dates:

• If the selected room was not available for all of the dates in the recurrence, select a different room or skip the remaining dates
• When finished selecting rooms, click "Next Step"
• Tip: To review the full details of the dates, times, and room selected in the request, click "My Cart" to see this information in a list

 

Step 7: 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"
• If services are needed, scroll through the service categories, note available services vary by campus and location
• Select an item to add it to your request, review any item details, and provide additional information in the "Special Instructions" box
• The item will move to the "Services Summary" section at the right once selected
• Tip: If your reservation has multiple dates or rooms, requesting services here will automatically add the service to every date and room. If a service is only needed for one date or room, it should be added after submitting the initial room request. See the EMS: How to Request Services guide for instructions.
• Tip: To make changes to your selected items, click the "Edit" or "Remove" icons next to the item

• Complete the "Billing Information" field by providing a speedtype, note speedtypes are required to request services
• Once all needed service items have been added, click "Next Step"

Step 8: 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 9: 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 10: 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

Conclusion

Nice work! Now you have reserved a room using EMS!