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Configuring Buildings

A building is a physical location that contains one or more spaces (rooms, open areas, and so on) that your users can reserve for an event. Buildings are one of the core data items that you must configure so that your users can make reservations in EMS.

To configure buildings

1. On the EMS menu bar, click Configuration > Facilities > Buildings. The Buildings window opens. This window lists all the buildings that are currently configured in your EMS database.

 

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

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3. Enter the information as appropriate for the building. See:

To enter the building summary information”.

To associate an image with a building”.

To set values for the user defined fields (UDFs)”.

To specify the unregistered attendee/visitor information”.

4. Optionally, click Spelling to spell check the information for the building before you save it.

5. Click OK. The Building dialog box closes. You return to the Buildings window with the newly configured building automatically selected.

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By default, when you configure a building, the building hours are set to Open All Day. To change these hours, see Configuring Building Hours”.

To enter the building summary information

1. If needed, open the Building dialog box (see To configure buildings), and then open the Building tab.

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2. Enter the information for the new building.

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Only the building name, the building code, and the time zone are required fields. All other fields on all other tabs are optional and can be configured at a later date if needed.

Field
Description
Building

Required field. The name of the building.

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

Building Code

Required field. Abbreviated text that conveys the building name or description. For example, if a building is named the Conference Building, then a code for the building could be CONF.

Note: The building code can be a maximum of 20 characters, including spaces.

Notes

Free form text that provides any additional information or description about the building.

URL

The URL (website address) for a web page that provides more information about the building (for example, MapQuest).

Print Notes on Confirmation

Include the building notes in any confirmations that are printed for events that are scheduled in the building.

Time Zone

Required field. Select the time zone in which the building resides.

Note: If you are configuring buildings in EMS Enterprise, then you can select a unique time zone for each building. If you are configuring buildings in EMS Professional, then all buildings must belong to the same time zone.

Currency

Select the currency that is to be used for pricing all rooms in the building.

Note: If the appropriate currency is not available, you can configure it. See Configuring Currencies”.

External Reference

Links the building to an outside program, if needed.

Cost Per Sq. Ft./Meter Per Yr.

Building cost. Used on the Room Utilization report.

Annual Operating Hours

Total number of hours that the building is open during a calendar year. Used on the Room Utilization report.

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Only the building name, the building code, and the time zone are required fields. All other fields on all other tabs are optional and can be configured at a later date if needed.

3. Continue with any other configuration for the building as needed; otherwise, click OK to close the Building dialog box and return to the Buildings window. The newly configured building is displayed in the window.

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You can restrict specific categories to specific buildings only in EMS Enterprise. All categories are available to all buildings in EMS Professional.

1. If needed, open the Building dialog box (see To configure buildings), and then open the Categories tab.

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2. On the Available list, select the category, or CTRL-click to select the multiple categories that are to be available for use in the building, and then click the Move button (>) to move the selected categories to the Selected list.

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The Available to All Buildings list displays all the categories that are always available to all buildings and you cannot edit this list. You can also link buildings and categories when you are configuring categories. See Configuring Categories”.

3. Continue with any other configuration for the building as needed; otherwise, click OK to close the Building dialog box and return to the Buildings window. The newly configured building is displayed in the window.

To associate an image with a building

Images are displayed as thumbnails in both EMS and VEMS when a user views details about a building. You can associate an image with a building if the image is in one of the following formats—.gif, .jpeg, .jpg, .bmp, .wmf, or .png and ideally, it should not be larger than 615 x 350 pixels. If you attach an image larger than this, you might not be able to view the image without scrolling.

1. If needed, open the Building dialog box (see To configure buildings), and then open the Images tab.

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2. To have an image of the building displayed in EMS and VEMS when a user is viewing building details, click New to open the Find Image dialog box, and then browse to and select the image. The Find Image dialog box closes. You remain on the Images tab with an entry for the image displayed on the tab.

3. Optionally, click in the Web Long Description field and enter a description of the building.

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The value that you enter here defines the “long desc” attribute for web content accessibility.

4. Continue with any other configuration for the building as needed; otherwise, click OK to close the Building dialog box and return to the Buildings window. The newly configured building is displayed in the window.

To set values for the user defined fields (UDFs)

1. If needed, open the Building dialog box (see To configure buildings), and then open the UDFs tab.

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2. For each UDF that has been defined for the building, select the UDF, and then click the Set Value button to open a dialog box in which you can set the value for the UDF.

3. Continue with any other configuration for the building as needed; otherwise, click OK to close the Building dialog box and return to the Buildings window. The newly configured building is displayed in the window.

To specify the unregistered attendee/visitor information

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The Visitor Management tab is displayed only if your organization has purchased and installed the optional Visitor Management module. The values that you specify on this tab are used when a new visitor record is created for an unregistered attendee/visitor. See the EMS User’s Manual for detailed information about creating a record for an unregistered attendee/visitor.

1. If needed, open the Building dialog box (see To configure buildings), and then open the Visitor Management tab.

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2. Enter the information for the new unregistered visitor/attendee.

Option
Description
Category

Select an Attendee type category.

Note: If the Attendees category is not available, you can configure it. See Configuring Categories”.

Room

The Override room that is booked for the unregistered visitor’s/attendee’s reservation.

Note: Typically, you would want to book an Override room named something such as Other Space, Unregistered Space, or so on. If the appropriate room is not available, you can configure it. See Configuring Rooms”.

Status

The status that is used for an unregistered visitor’s/attendee’s reservation.

Note: If the appropriate status is not available, you can configure it. See Configuring Statuses”.

Event Type

The event type that is used for the unregistered visitor’s/attendee’s reservation.

Note: Typically, you would want to use an event type named something such as Unregistered Visitor, Unregistered Attendee or so on. If the appropriate event type is not available, you can configure it. See Configuring Event Types”.

Event Name

The event name that is used for the unregistered visitor’s/attendee’s reservation.

Note: You can include the variable for Group Name (the name of the group that the visitor/attendee is seeing) in the subject line as described in the Legend. For example, “Unregistered Visitor for%1%” would result in “Unregistered Visitor for Academic Affairs” being displayed in the subject line.

End Time

The booking for the unregistered visitor/attendee is created from the current time until the end time that you specify.

3. Continue with any other configuration for the building as needed; otherwise, click OK to close the Building dialog box and return to the Buildings window. The newly configured building is displayed in the window.