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Configuring Event Types

You can configure event types, which you use to classify or categorize the different events that your organization has. For example, you might configure lectures, meetings, and conferences, and so on as some of your event types.

To configure event types

1. On the EMS menu bar, click Configuration > Other > Event Types. The Event Types window opens. This window lists all the event types that are currently configured in your EMS database and that have a status of Active.

Event Types window

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Optionally, to view all event types in your EMS database, regardless of status, under Show, click Inactive.

2. Click New. The Event Type dialog box opens. The Event Type tab is the active tab.

Event Type dialog box, Event Type tab

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3. Enter the information for the new event type.

Field
Description
Event Type

The name or classification for the event.

Note: The event type can be a maximum of 30 characters, including spaces.

Internal

Indicates that the event type is internal to your organization.

Note: Used for internal reporting purposes only. The event type is not printed on external documents such as confirmations and invoices, and it is not hidden in any area of your EMS application.

Reserved Color

Select the color that is to be used in the Reservation Book to indicate when the reserved time extends past the event time.

Event Color

Select the color that is to be used in the Navigator and in the Reservation Book to indicate this type of event.

Note: Lighter colors are a better choice so as not to obscure the reservation/booking name.

     Virtual EMS Settings
Display on the Web

Indicates that events of this type are to be displayed when a user browses for events in VEMS.

Note: If an event is labeled with a type for which this option has been cleared, then the event is not displayed when a user browses for the event in VEMS.

Allow Guest Request

Indicates that this event type is an available option in VEMS when requesting a room.

Available to All Web Process Templates

Select this option to assign this event type to all web process templates.

Inactive

Leave this option blank to add the event type as an active event type. Select this option to inactivate the event type.

4. Open the Comment Types tab, and on the Available list, select the comment type, or CTRL-click to select the multiple comments types that are to be automatically applied when you create a new reservation with this event type, and then click the Move button (>) to move the selected comment types to the Selected list.

Event Type dialog box, Comment Types tab

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If the appropriate comment type is not available, you can configure it. See Configuring Comment Types”.

5. Open the Reminder Types tab, and on the Available list, select the reminder type, or CTRL-click to select the multiple reminder types that are to be automatically applied when you create a new reservation that uses this event type, and then click the Move button (>) to move the selected reminder types to the Selected list.

Event Type dialog box, Reminder Types tab

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If the appropriate reminder type is not available, you can configure it. See Configuring Reminder Types”.

6. Click OK. The Event Type dialog box closes. You return to the Event Types window with the newly configured event type automatically selected.