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Purpose
This article is designed to guide new EMS users through some of the terminology associated with the program and the relationships those terms have with each other.
Terminology
Reservations
- Created at the time an event request is entered into EMS along with a booking; contains the "who" and "what" of an event request
- Can contain multiple bookings to facilitate multi-day and/or multi-room event requests
- Has a reservation number that is tied to any correspondence with the requestor through invoices
- Comments can be made for the purposes of providing more general information for records or for providing additional guidance for affiliated staff
- Reminders can be set by administrators to affiliated staff
Bookings
- Created at the time an event request is entered into EMS along with a reservation; contains the "when" and "where" of an event request
- Can contain multiple resources / categories that are requested based on the needs of the event request (Audio/Visual equipment for example)
- Has a reservation number that is tied to any correspondence with the requestor through invoices
- Comments can be made for the purposes of providing more general information or additional guidance for affiliated support staff
Categories
- Contains resources, resource items, and other content types for certain user templates like notes
- Accessible to certain units and user templates (like administrators)
- If assigned to a booking, it will be visible on any confirmation messaging sent to the requestor
Resources
- Resources are created within a booking for requests of specific equipment for a given event request
- Can contain multiple resource items that are requested based on the needs of the event request (for audio/visual equipment: speakers, sound boards, video projectors and screens, etc.)
- If assigned to a booking, it will be visible on any confirmation messaging sent to the requestor
Resource Items
- Resource items are the specific inventoried items that are assigned to resources
- If specified in a resource and then assigned to a booking, it will be visible on any confirmation messaging sent to the requestor
Comments
- Can be added to reservations or bookings to note any specific information associated with an event request
Reminders
- Can be added to reservations or bookings to notify affiliated staff
- Reminders can be set to trigger a notification through the EMS Dashboard; adding a date to the Date Completed field of the reminder will clear it
User templates
- A user profile of sorts designed and administered by UO EMS administrators that grants set access to a particular EMS user
- Wide-ranging in their customization depending upon the unit's needs and requirements