Creating a single-day reservation

Purpose

This article is designed to guide EMS users through the process of creating a single-day reservation from an event request.

Requirements

Creating a single-day reservation requires the following information:

• Date/Time
• Desired room location
• Primary contact (name and email address)

Reservations can be created either from clicking-and-dragging across the room over a given time in the Book or by selecting the date/time and room location in the Wizard. Each process will be detailed below:

Book Process

1. Click the Book button on the toolbar to open the Book.
2. Select the appropriate view to find the requestor's desired room from the View drop-down menu on the upper-right, just above the Date drop-down menu.
   1. It could be the Building, Area, or View tab depending on the request
3. Find the desired date by selecting it from the Date drop-down on the upper-right, then select the  building, room, and date, then click-and-drag across the desired time within the room row.
4. Once selected, the Wizard dialog box will appear. Verify that the building, room, and date are correct, then set the Status to Confirmed, then click Next > to proceed.
   1. If your unit requires a workflow process for request approval, select the appropriate status from the Status drop-down menu.
5. Enter an Event Name and select the Organization from whom the requestor is representing.
6. Assign the 1st Contact to the requestor. Select the (temporary contact) then enter their name under the Temp Contact field.
   1. Be sure to add a phone number and/or email address in the adjacent field for each
7. Click Finish to set the reservation and associated booking.

Wizard Process

1. Click the Wizard button on the toolbar to open the Wizard dialog box.
2. Select a date from the Calendar
3. Enter a Start and End time from the Time section below the Calendar.
4. Select the Specific Room method under Search and select the building and room
   1. If you want specific room layouts and/or have capacity concerns, select Best Fit to filter options by using the Type, Floor, Setup Type, and Setup Count under Room Specifications
5. Enter an Event Name and select the Organization from whom the requestor is representing.
6. Assign the 1st Contact to the requestor. Select the (temporary contact) then enter their name under the Temp Contact field.
   1. Be sure to add a phone number and/or email address in the adjacent field for each
7. Click Finish to set the reservation and associated booking.