Create a Reservation in the EMS Web App

To create a reservation in the EMS Web App:

  1. Do one of the following:
    • On the left menu, click CREATE A RESERVATION.
    • On the right, next to one of your reservation templates, click Book Now.

    The Create a Reservation page appears.

  2. Enter information and cick Next Step to advance through the process.

ClosedSpecify When and Where

To specify when and where:

  1. To specify When, in the upper left pane, select dates, times, recurrence (optional), and time zone for the reservation.
  2. To specify Where, in the lower left pane, select one of the following:

ClosedManage search results

To filter your search results:

  1. In the lower left pane, select the filters you want to use.

  2. Click Search.

    Results appear on the right. To view room details, in the results list, click a room name.

    Locating space as part of the reservation process is different than browsing locations. See Also: Search for Available Rooms.

    After you establish favorites, EMS Web App uses these (plus the parameters of the booking template in use) to filter your search results when you use Let Me Search For A Room.

    To expand your search results beyond your favorites, do one of the following:

    • Clear the Favorite rooms only check box.

    • Next to Locations. click Add/Remove.

  3. Find a room to reserve, click Add (+).

    The booking gets added to your cart. You can delete or change the room before you finalize the reservation.

    You can also book video conferences or multiple rooms. Then, skip to Step 3 of section Specify Who and What.

ClosedAdd or remove attendees in EMS Web App with integration to Microsoft® Exchange

If your organization has installed and configured Integration to Microsoft® Exchange, you can add or remove attendees and view attendee availability in the calendar grid of the Attendees section in the EMS Web App.

Your attendees will also be sent invites after you finish creating the reservation.

Attendees can be individuals, mailing lists, or groups. You cannot add attendees outside your domain.

To see who is in a mailing list or group:

  1. Add the list or group.

  2. Next to the list or group in the calendar grid, click the (+) symbol.

ClosedAdd or remove attendees in EMS Web App without integration to Microsoft® Exchange

If your organization does not use Integration to Exchange, you will see a list of EMS Web App users and groups, but you will not see a calendar grid showing their availability.

ClosedSpecify Who and What

To specify Who and What:

  1. In the Attendees area, specify headcount and attendees.

    Adding attendees to an event is different than browsing people. Learn about using the BROWSE > PEOPLE option in the main menu.

    If available, select a Setup Type (if available) for the reservation to associate likely services and features with bookings.

  2. Complete all required fields.

  3. In the upper-right, click Next Step.

ClosedChoose Services (Optional)

Choose Services is an optional feature based on the booking template you use. Services include room setup and teardown, equipment, and any other services you want to associate with a room.

Your Administrator sets which services can be associated with a room and with an event type.

  1. Go to Create Reservation > Services tab, and specify services you want to associate with the reservation.

    You can click Skip Services if this option is available.

  2. In the upper right , click Next Step.

ClosedFinalize Reservation Details 

The Reservation Details page finalizes information about your reservation. Invitations to bookings and attachments are sent to all attendees.

The following example might differ from your implementation. Possible steps for finalizing the booking process:

Complete all required information. Then click Save Reservation Details and Create Reservation.

  • To add the reservation to your Outlook calendar, select Add this reservation to my calendar at the bottom of the window.

ClosedEMS for Outlook® (Optional Capability)

If your organization has purchased EMS for Outlook®, you can see the EMS add-in icon in your Outlook application. You can also see additional features and functionalities in EMS.

Anywhere that you see people or groups in EMS, you will have access to everyone in your organization's email database—which is stored in Exchange Server. You can see people's availability (Out of Office, Busy, In a Meeting, etc.), send them email invitations or notices, and add EMS events to your Outlook calendar.