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EMS Software, LLC

Configuring Holidays

Holidays are days that have special significance for your organization, for example, New Year’s Day, Spring Break, Staff Retreat, and so on. Holidays are displayed in various places throughout your EMS system. The holiday designation is for informational purposes only and unless you specifically close the date to your users, your users are not prevented from making reservations or booking rooms on a holiday. You must configure your organization’s holidays each calendar year. EMS does not assume that a day that is a holiday for the current calendar year is also a holiday for the next calendar year. You can configure holidays on an individual basis, you can configure multiple holidays, or you can use a wizard to import a list of holidays in a single step. Optionally, after you configure or import a list of holidays, you can configure the hours for the buildings that are affected by the holiday. By default, buildings are configured to be “Open All Day.” You can configure the hours for a building so that the building is open for only a specific time period on the holiday, or the building is closed for the entire holiday.

To configure holidays

1. On the EMS menu bar, click Configuration > Other > Holidays.

The Holidays window opens. This window lists all the holidays that are currently configured for all buildings in your EMS database and that have a date greater than or equal to the current day’s date.

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2. Optionally, do one or both of the following:

• To view all holidays in your EMS database, regardless of date, under Show, click Old.

• To view all holidays for a specific building, select the building on the Building dropdown list.

To configure a single holiday

1. Click New. The Holiday dialog box opens.

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2. Enter the information for the holiday.

Field

Description

Date

The date for the holiday.

Description

The description or name of the holiday.

Note: The description can be a maximum of 50 characters, including spaces.

Building

Select the building to which the holiday applies. (The default value is all buildings.)

Notes

Any special notes or information about the holiday.

Calendar Style

Select the print characteristics for the holiday on the event schedule.

Note: See Configuring Calendar Styles”.

     Virtual EMS Settings

Display on Web

Clear this option if you do not want the holiday description to be displayed in VEMS.

3. Optionally, click Spelling to spell check the holiday description before you save it.

4. Click OK. The Holiday dialog box closes. You return to the Holidays window with the newly configured holiday automatically selected.

To configure multiple holidays

1. Click Wizard. The Holiday Wizard opens.

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2. Click Add. The Add Holiday dialog box opens.

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3. Enter the information for the holiday.

Field

Description

Date

The date for the holiday.

Description

The description or name of the holiday.

Note: The description can be a maximum of 50 characters, including spaces.

Calendar Style

Select the print characteristics for the holiday on the event schedule.

Note: See Configuring Calendar Styles”.

Notes

Any special notes or information about the holiday.

4. Click OK. The Add Holiday dialog box closes. You return to the Holiday Wizard window with the newly added holiday selected in the window.

5. Repeat Step 2 through Step 4 until you have added all the needed holidays.

6. Click Next. The Holiday Wizard window is updated with a list of all the buildings that are currently configured in your EMS database.

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7. Select the building, or CTRL-click to select the multiple buildings for which the holiday is to apply, and then click Finish. You return to the Holidays window with the newly configured holidays displayed in the window.

To import a list of holidays

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If you use the wizard to import a list of multiple holidays, you can set the values only for the holiday date, description, and notes. You cannot specify the calendar style, enter notes for the holiday, or indicate that the holiday is not to be displayed in VEMS. To configure any of the latter information for a holiday, you must edit the holiday.

1. Create a tab-delimited file that contains the information (in the order listed) for the holidays that are being imported.

• Date of holiday (Required. Format is mm-dd-yy.)

• Description of holiday (Required. 50 characters maximum, including spaces.)

• Notes (Optional. No maximum.)

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Each holiday must be a separate line entry. To see the required format for the
tab-delimited file, on the Holidays window, click Print > Import Format or Appendix E, “Import File Specifications”.

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Each holiday must be a separate line entry. To see the required format for the tab-delimited file, on the Holidays window, click Print > Import Format or Appendix E, “Import File Specifications”.

2. Click Wizard. The Holiday Wizard opens.

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3. Click Import, and in the Open File dialog box, browse to and select the tab-delimited text file that contains that holidays that you are importing, and then click Open. The Holiday Wizard window is updated with a list of all the buildings that are currently configured in your EMS database.

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4. Select the building, or CTRL-click to select the multiple buildings for which the holidays are to apply, and then click Finish. You return to the Holidays window with the newly imported holidays displayed in the window.

5. Optionally, select a newly imported holiday, and then do one or both of the following:

• Click Edit to edit the Notes, Calendar Style, and/or VEMS Settings for the holiday.

• Configure the building hours for the holiday. See To configure building hours for a holiday”.

To configure building hours for a holiday

1. If you have not already done so, on the EMS menu bar, click Configuration > Other > Holiday to open the Holidays window.

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To open the Holidays window, on the menu bar, click Configuration > Other > Holidays.

2. Select a holiday, and then click Hours. The Building Hours window opens. The date and title of the holiday are displayed at the top of the window. A list of all the buildings for which the holiday applies as well as the hours of operation for each building are displayed in the window.

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3. Select the building, or CTRL-click to select the multiple buildings for which you are modifying the hours of operation, and then click Change. The Building Hours dialog box opens.

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4. Select the appropriate option on the Building Hours dialog box.

Option

Description

Set Building Hours

Select this option to specify the time period (Open and Close) during which the building is to remain open for the holiday. Your EMS users can make reservations on this date in the selected buildings even if the events are scheduled outside the indicated time period. They merely receive a warning that the reservation time exceeds building hours.

Note: VEMS users cannot make reservations outside of building hours.

Closed All Day

Select this option to close the building for the entire holiday period. When you select this option, then a Web Only option is displayed on the Building Hours dialog box.

• If you do not select Web Only, then none of your users (EMS or VEMS) can make reservations on this date in the selected buildings.

• If you do select Web Only, then your EMS users can make reservations on this date in the selected buildings; however, your VEMS users cannot.

Open All Day

The default value. Leave this option selected to have the building remain open for the entire holiday.

5. Click OK. The Building Hours dialog box closes. You return to the Building Hours window.

6. Repeat Step 3 through Step 5 until you have configured the building hours for all the buildings as needed.

7. Click Close. You return to the Holidays window.