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EMS Software, LLC

EMS System Parameters

Area

Description

   

Academic Import (Academic Import Module)

Academic Import Days of the Week: Indicates how EMS determines the days of the week in import data.

Note: If a positional option is selected, then the system does not recognize standard day of the week abbreviations. For example, if Positional, Monday First is selected and the import data file contains MWF as the indicator for days of the week for a class, then the system interprets this as a Monday/Tuesday/ Wednesday class because there are no spaces between the characters. A Monday/Wednesday/Friday class is correctly indicated, in Positional, Monday First format as M_W_F, where the underscores represent spaces.

Billing

Default Rounding Method for Hourly Pricing: Allows you to specify the time increment, from one minute to sixty minutes, by which to round the time for hourly pricing.

Billing

Determine Invoice Due Date by Adding “xx” Days: Sets the number of days specified to determine the invoice due date, for example, 30 days.

Billing

Service Order End Time if None Specified: Select Event Time or Reserved Time as the Service Order End Time, unless otherwise specified.

Campus

Academic Book Course Color: Color used for courses displayed in the Academic Book.

Campus

Academic Book Crosslisted Course Color: Color used for cross-listed courses displayed in the Academic Book.

Campus

Academic Unit Title Plural: System-defined label for Academic Units. (Typically renamed to “Departments.”)

Campus

Academic Unit Title Singular: System defined label for Academic Unit. (Typically renamed to “Department.”)

Campus

Accumulate Enrollment On Shared Space Courses (non-crosslisted only): Accumulate enrollment on courses that share space instead of using the largest enrollment (which is the approach for crosslisted courses).

Campus

Allow Cross-Domain Cross Listings: If set to “Yes,” this indicates that courses can be cross-listed across multiple domains.

Campus

Allow Sync of Academic Units from SIS: If set to “Yes,” the Synchronize Academic Units option is enabled in Academic > Configuration.

Campus

Auto Sync - Automatically Process Cancellations: If auto-sync is enabled, then course cancellations in your SIS are automatically processed in EMS.

Campus

Auto Sync - Automatically Process New Courses not assigned to a Room: If auto-synch is set to “Yes,” then new courses without a room in your SIS are automatically processed in EMS.

Campus

Auto Sync - Automatically Process Room Capacity Violations: If
auto-synch is set to “Yes,” if a new course is added in your SIS that violates room capacity, then the course is automatically processed in EMS.

Campus

Auto Sync User: The EMS user account that is used by the auto-sync service for authentication.

Campus

Course User Defined Field 01: Maps an EMS user-defined field to a custom field in your SIS.

Campus

Course User Defined Field 02: Maps an EMS user-defined field to a custom field in your SIS.

Campus

Course User Defined Field 03: Maps an EMS user-defined field to a custom field in your SIS.

Campus

Course User Defined Field 04: Maps an EMS user-defined field to a custom field in your SIS.

Campus

Course User Defined Field 05: Maps an EMS user-defined field to a custom field in your SIS.

Campus

Course User Defined Field 06: Maps an EMS user-defined field to a custom field in your SIS.

Campus

Course User Defined Field 07: Maps an EMS user-defined field to a custom field in your SIS.

Campus

Course User Defined Field 08: Maps an EMS user-defined field to a custom field in your SIS.

Campus

Course User Defined Field 09: Maps an EMS user-defined field to a custom field in your SIS.

Campus

Course User Defined Field 10: Maps an EMS user-defined field to a custom field in your SIS.

Campus

Day Label - First Day of the Week: The default value is Sunday. Determines which day of the week is designated as the first day in various areas of EMS Campus such as the Academic Book. The other allowed value is Monday.

Campus

Day Label 1 - Sunday: Determines the label that indicates Sunday in various areas of EMS Campus such as the Time Block Template configuration area. The default value is U.

Campus

Day Label 2 - Monday: Determines the label that indicates Monday in various areas of EMS Campus such as the Time Block Template configuration area. The default value is M.

Campus

Day Label 3 - Tuesday: Determines the label that indicates Tuesday in various areas of EMS Campus such as the Time Block Template configuration area. The default value is T.

Campus

Day Label 4 - Wednesday: Determines the label that indicates Wednesday in various areas of EMS Campus such as the Time Block Template configuration area. Default value is W.

Campus

Day Label 5 - Thursday: Determines the label that indicates Thursday in various areas of EMS Campus such as the Time Block Template configuration area. Default value is R.

Campus

Day Label 6 - Friday: Determines the label that indicates Friday in various areas of EMS Campus such as the Time Block Template configuration area. Default value is F.

Campus

Day Label 7 - Saturday: Determines the label that indicates Saturday in various areas of EMS Campus such as the Time Block Template configuration area. Default value is S.

Campus

Default Cancel Reason: Used for courses when publishing a term.

Campus

Default Event Type: Used for courses when publishing a term.

Campus

Default Group: Used for courses when publishing a term.

Campus

Default Reservation Source: Used for courses when publishing a term.

Campus

Default Seat Fill Percentage: Used to determine an appropriate room size for a class of a specific estimated enrollment (typically 100%).

Campus

Default Setup Type: Used to build a setup type and capacity (from the SIS) when synchronizing rooms (typically “classroom”).

Campus

Domain Title Plural: System defined label for Domains (typically renamed to “Campuses”).

Campus

Domain Title Singular: System defined label for Domain (typically renamed to “Campus”).

Campus

Final Exam Event Type: Used when creating a final exam booking.

Campus

Include CRN in Reservation Event Name: Include the Course Reservation Number (CRN) in front of the event name post-publish in all areas of EMS Campus where the event name is used.

Campus

Keep Sibling Crosslisting Room Assignments in Sync: A sibling
cross-list describes a crosslist that has at least three courses and the two child courses have a meeting pattern that is not shared with the parent course. If set to “Yes,” then these sibling crosslist courses become a matched set and are placed in Crosslist status and not Conflict.

Campus

Large Class Size (If More Than XX Students): Used to determine what constitutes a “large” class for weighting by enrollment in the room optimization process. Explained in detail in the Room Optimization section of the EMS User’s Manual.

Campus

Large Class Size Weight Adjustment: Used to adjust the optimization weighting for a “large” class. Explained in detail in the Room Optimization section of the EMS User’s Manual.

Campus

Lock Academic Unit Room Access: Used during optimization process. If set to Yes, a room will be assigned to an Academic Unit' (i.e. Department) course only if that Academic Unit owns the room.

Campus

Manually Update SIS/ERP System After Publishing: If set to “No”, course location in the SIS will be automatically updated during the publishing process.

Campus

SIS/ERP Title: System defined label for SIS/ERP (typically “SIS”).

Campus

Small Class Size (If Less Than XX Students): Used to determine what constitutes a “small” class for weighting by enrollment in the room optimization process. Explained in detail in the Room Optimization section of the EMS User’s Manual.

Campus

Small Class Size Weight Adjustment: Used to adjust the optimization weighting for a “small” class. Explained in detail in the Room Optimization section of the EMS User’s Manual.

Campus

Subject Title Plural: System defined label for Subjects (typically “Subjects”).

Campus

Subject Title Singular: System defined label for Subject (typically “Subject”).

Campus

Sync Course Dates Without Start/End Times: If set to No, Courses with incomplete course date records (i.e. missing start/end times or dates) will not be imported into EMS Campus.

Campus

Web Service URL: The URL to the EMS Campus Planning Interface service.

Email

Enable Email Support: When set to Yes, you can, directly from EMS, email a Confirmation to the contact person for the group that is making a reservation.

Email

SMTP — Save Email Attachments (Database Size Will Increase): When set to “Yes,” an option is available to save all attachments (invoices, confirmations, and so on) when emailing a group and/or contact.

Email

SMTP – Use SSL: Used if your SMTP Server is enabled for SSL

Groups & Contacts

Allow Change to External Reference: When set to “Yes,” allows users to change external reference on groups and contacts.

Groups & Contacts

Allow Search by External Reference: When set to “Yes,” allows users to search groups and contacts by external reference.

Groups & Contacts

Default Address Format as International: Defaults the International checkbox to true when adding a new group or contact.

Groups & Contacts

Default Country: Defaults the Country field to the value that is specified when adding a new group or contact.

Groups & Contacts

Default Pricing Plan For New Groups: Used when a creating a new group record.

Groups & Contacts

Default Require Contact: Used when creating a new group record.

Groups & Contacts

Group Bad Status Title: Label used for “Bad” value on the Group Status dropdown list.

Groups & Contacts

Group OK Status Title: Label used for “OK” value on the Group Status dropdown list.

Groups & Contacts

Group Warning Status Title: Label used for “Warning” value on the Group Status dropdown list.

Groups & Contacts

Offer Dropdown Selection of Groups: When set to “Yes,” the system automatically populates the Group window with all active groups in your EMS database. A user can enter a search string in the Starts with field to and the list of groups that meet the search criteria is dynamically updated as the user enters the string. When set to “No,” users must manually search for groups.

Groups & Contacts

Pricing Plan Required For Groups: When set to “Yes,” users must specify a pricing plan for new groups and contacts.

Groups & Contacts

Show Account Field on Group: When set to “Yes,” an Account field is displayed on Group/Contact records.

Groups & Contacts

Web Users Linked to Groups via External Reference: Links group and web user records if group records are defined as individual employees (i.e., not departments) in your system. When making a new reservation in EMS, the web user field is automatically populated based on the group selected.

Reservations

Reservation Book 'Checked In' Color: The color used when a booking has been checked-in to.

Reservations

Reservation Book 'Not Checked In' Color: The color used when a booking has not been checked-in to yet.

Reservations

Reservation Book 'Room Does Not Require Check In' Color: The color used when the room for the booking does not require check-in.

Labels

1st Contact Title: The label for the 1st Contact field.

Labels

2nd Contact Title: The label for the 2nd Contact field.

Labels

Area Title Plural: The plural label for the Area field.

Labels

Area Title Singular: The singular label for the Area field.

Labels

Attendee Attended: The label for what an attendee attended.

Labels

Attendee Company Name: The label for the attendee's company.

Labels

Attendee Email Address: The label for an attendee's email address.

Labels

Attendee Name: The label for and attendee's name.

Labels

Attendee Notes: The label for the Notes field for attendees.

Labels

Attendee Phone: The label for attendee's phone numbers.

Labels

Attendee Visitor: The label for the Attendee Visitor field.

Labels

Billing Reference Title Plural: The plural label for the Billing Reference field.

Labels

Billing Reference Title Singular: The singular label for the Billing Reference field.

Labels

Building Title Plural: The plural label for the Building field.

Labels

Building Title Singular: The singular label for the Building field.

Labels

Check Number Title: The label for the Check No. field.

Labels

Confirmation Grand Total Title: The label for the Confirmation Grand Total field.

Labels

Confirmation Subtotal Title: The label for the Confirmation Subtotal field.

Labels

Default Phone 1 Label: The default label for the first phone-type number field.

Labels

Default Phone 2 Label: The default label for the second phone-type number field.

Labels

Event Coordinator Title: The label for the Event Coordinator field.

Labels

External Reference Title: The label for the External Reference field.

Labels

Group Title Plural: Plural of the term that is used in your organization’s EMS system to refer to people who hold events in your facility (for example, employees, groups, clients, customers, and so on).

Labels

Group Title Singular: Singular of the term that is used in your organization’s EMS system to refer to people who hold events in your facility (for example, employees, groups, clients, customers, and so on).

Labels

Payment Type Title Plural: The plural label for the Payment Type field.

Labels

Payment Type Title Singular: The singular label for the Payment Type field.

Labels

Phone/Fax Labels List: Specifies the options that are available in fields shown for phone numbers. Enter the text items, separated by semicolons, that you want to appear in the dropdown menu for phone-type numbers. The default is “Phone; Fax; Mobile; Pager; Other”.

Labels

PO Number Title Plural: The plural label for the PO Number field.

Labels

PO Number Title Singular: The singular label for the PO Number field.

Labels

Room Size Title: The label for the Room Size field.

Labels

Room Title Plural: Plural of the term that is used in your organization’s EMS system refer to reservable spaces (e.g., rooms, fields, and so on).

Labels

Room Title Singular: Singular of the term that is used in your organization’s EMS system refer to reservable spaces (e.g., rooms, fields, and so on).

Labels

Sales Category Title Plural: The plural label for the Sales Category field.

Labels

Sales Category Title Singular: The singular label for the Sales Category field.

Labels

Salesperson Title: The label for the Salesperson field.

Notifications

Allow Users To Delete Notifications: When set to “Yes,” allows users to delete notifications.

Notifications

Exclude Building Closures On Notifications: When set to “No,” building closures are not excluded from notification date calculations.

Notifications

Exclude Weekends On Notifications: When set to “No,” weekends are not excluded from notification date calculations.

Notifications

Ignore Building Closure/Weekend Notification Settings Beyond xx Days: Specifies the number of days after which building closures and/or weekends are ignored for notification date calculations.

PAM

Allow date/time changes on PAM Bookings in EMS Client: If set to “No,” then EMS users are prevented from making any changes to bookings created on VEMS using the PAM module.

Note: Before enabling, please contact your DEA consultant to discuss.

PAM

PAM Web Service URL: The URL to the optional Plan A Meeting (PAM) module. Specify only if the optional PAM module is enabled in your environment.

Reports

Calendar Inquiry Print Format: The format that is automatically selected when the Print button is clicked for the Event Calendar report.

Note: You select the format for the Event Schedule report as you run the report.

Reports

Include Activities on Service Order Forms: If set to “No,” activities are not included on service order forms.

Reports

Include Catering Details on Setup Worksheet: If set to “Yes,” catering details are displayed on the Setup Worksheet report.

Reports

Include this Notes Category on Service Order Forms: Allows you to select the notes category on service order forms.

Reports

Reset Page Numbers by SO on Service Order Forms: If set to “Yes,” page numbers are reset by the service order on service order forms.

Reports

Room Description Format: Determines how room information is displayed in reports: as a code or as a description, with or without building code.

Reservations

Allow Bookings to Be Added to Outlook Personal Calendar: If set to “Yes,” then EMS users can click an Outlook option to add bookings to their personal calendars.

Reservations

Book Building Closed Color: The color that is used in the Reservation Book to indicate building closures.

Reservations

Book Holiday Color: The color that used in the Reservation Book to designate holidays.

Reservations

Book Weekend Color: The color that is used in the Reservation Book to designate weekends.

Reservations

Building Display: Indicates how building information is to be displayed in reservations—by building code or building description.

Reservations

Default Event Coordinator: When set to “No,’ no default value is provided when a user is making a reservation in the Reservation Wizard.

Reservations

Exclude Room Charge from Services Indicator: In various EMS locations (the Reservation Book, the Navigator, the Edit Booking form, and so on) EMS provides an indication that services exist for a booking. If set to “Yes,” then a room charge category is excluded from displaying as a service on the booking.

Reservations

Group Bookings by UTC times and keep together on Video Conferencing Reservations: When set to “Yes,” then any changes that are made to a booking that belongs to video conference occurrence cascade to the other related bookings within the occurrence.

Reservations

Lock Booking Details if Booking Is Locked: If set to “No,” the booking details remain editable even when the booking is locked because of invoicing or its age.

Reservations

Lock Bookings Older Than “xx” Days: The number of days after a booking has occurred that is automatically locked and cannot be edited.

Reservations

Lock Occurring/Past Reservations For Non-Administrators: If set to “Yes,” then a reservation is locked for editing by non-administrator users after one booking in the reservation has occurred. EMS administrators have full editing capability.

Reservations

Max Length for Event Name: The maximum number of characters, including spaces, that a user can enter in the Event Name field when creating a new reservation.

Reservations

Room Display: Indicates how room information is to be displayed in reservations—by room code or room description.

Reservations

Update Billing Information When Changing Group: If set to “Yes,” automatically updates the billing information when a user selects a different group for a reservation.

Reservations

Update Room Charge When Room Changes: If set to “Yes,” automatically updates the room charge when a user selects a different room for a reservation.

Reservation

Use Billing Reference Allocation: Enables an EMS user to allocate reservation, booking, or service order charges across multiple Billing Reference numbers by percentage.

Reservations

Use Calendar Styles: Select Yes or No to enable the use of calendar styles on the Event Schedule report and on the Event Calendar report.

Reservation

Use PO Number Allocation: Enables an EMS user to allocate reservation, booking, or service order charges across multiple PO Numbers by percentage.

Reservation

Validate Billing Reference: Validates the Billing Reference entered against the Billing Reference table. Specify No Validation, Valid Only, or Warning for Invalid (Blanks Are Invalid), or Warning for Invalid (Blanks are Valid).

Reservation

Validate PO Number: Validates PO Numbers entered against the PO Number table. Specify No Validation, Valid Only, or Warning for Invalid (Blanks Are Invalid), or Warning for Invalid (Blanks are Valid).

Reservations

Validation of Building Hours: Specify On Reserved Time or On Event Time.

Reservations

Warn When Booking More Than “xx” Months in Future: System warns user if they attempt to create a reservation that has bookings that will take place x number of months in the future.

Resources

Check Inventory When Using Reservation Tools: If set to “Yes,” the system automatically verifies resource availability when you copy details, copy reservations or change the date, time or room for multiple bookings.

Resources

Use Resource Selector: If set to “Yes,” a special resource selector window is used when adding detail to bookings.

Service Orders

Auto Adjust Service Order Times: If set to “Yes,” then Service Order Times are automatically adjusted when a booking is edited.

Service Orders

Default Service Order Times and Count from Booking: When creating a new service, sets the default service order times to the event/reserved time. If set to (none), no default service order times are set.

Service Orders

Show External Service Option on Categories: When Set to “Yes,” an External Service field is displayed on the Category dialog box for a Catering category or a Resource w/ Service Orders category.

System

Dashboard Check Interval: Indicates how frequently the Dashboard should check for updates.

Note: Setting this for more frequent updates might impact application performance.

System

Disable Online Help: If set to “Yes,” then Online Help is not available for the EMS system. (The link Help > Contents is not displayed on the EMS main menu.)

System

Hide Currency Indicator: Hides the currency symbol (for example, $) on confirmations and invoices.

System

Server Time Zone: Sets the time zone for the server to the indicated value.

System

Use Integrated Authentication Only: If set to “Yes,” then EMS users are required to manually log-in and authenticate against LDAP.

System

Virtual EMS URL: The VEMS URL that is displayed in VEMS emails and EMS group notifications.