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EMS Software, LLC

VEMS System Parameters

The default values for VEMS parameters are also applied as the default values for new web process templates; however, you can edit these values for the template.

Area

Description

Account Management

Allow Web User to Opt Out of Automatic Emails: Allows web users to specify if they want to receive any automatic emails (for example, confirmation, reminders, and so on) from VEMS.

Account Management

Auto Create Web User Account (for Integrated Authentication): A web user account is automatically created via the integrated authentication process if a new user “hits” the VEMS site.

Account Management

Default Security Template for User: The default VEMS Web Security template that is assigned to new web users.

Account Management

Field Used to Authenticate Web User: Indicates the field—Email Address, Network ID, or External Reference—that is used to authenticate a web user that logs in to VEMS.

Account Management

Note Label on Account Management: Label for the large text field on the Account Management window.

Account Management

Security Status for User: This entry becomes the default status (Active, Inactive, Pending) for new web users.

Account Management

On Login Automatically Set Web User Time Zone to First Building’s Time Zone: After a VEMS user logs in, the time zone for the user is set to the time zone for the first building that is stored in the EMS database. If this building, however, is not listed on the Facilities dropdown list, then the time zone is set to the first available time zone on the Time Zone dropdown list, but the user can always select a different value if one is available.

Authentication

Portal Authentication Cookie Key: See the VEMS Integrated Authentication Configuration instructions.

Authentication

Portal Authentication Method: See the VEMS Integrated Authentication Configuration instructions.

Authentication

Portal Authentication Variable: See the VEMS Integrated Authentication Configuration instructions.

Book

Display Setup/Teardown Times: If enabled, setup/teardown bars are visible on reservations in the Reservation Book.

Book

Ignore Room Display on Web Flag: Ignores the Room Display on Web setting to determine if an event should be marked as ‘Private’.

Book

Room Description Format in Book: Determines how room information is formatted. Options are Room Description or Room Code.

Booking Details

Make Add to Personal Calendar Link Appear: If this option is set to Yes, the Add to Personal Calendar link is displayed when a web user views the details of an event.

Booking Details

Show Social Networking Options: If set to “Yes,” then displays links to various social networking sites when a user views the details of a booking.

Browse Events

Browse Event Default Display Format: Determines the initial format in which the Browse Events function displays information. Options are: Day, Week List, Month List, Week Calendar, and Month Calendar.

Browse Events

Collapse Bookings into Reservations in Browse Events: Specify No or Yes to collapse bookings into reservations.

Browse Events

Drop Events from Daily View After They Occur: Specify No or Yes to drop events from the daily view after the event occurs.

Browse Events

Location Format: Determines how location information is displayed in the list views of the Browse Events function.

Browse Events

Maximum Number of Events/Day to Display: Controls the number of events that are available for display, per day, in the daily views of the Browse Events function.

Note: In some circumstances, you must click a link to see additional events.

Browse Events

Maximum Number of Events/Day to Display in Monthly View: Controls the number of events that are available for display, per day, in the monthly views of the Browse Events function.

Note: In some circumstances, you must click a link to see additional events.

Browse Events

Maximum Number of Events/Day to Display in Weekly View: Controls the number of events that are available for display, per day, in the weekly views of the Browse Events function.

Note: In some circumstances, you must click a link to see additional events.

Browse Events

Secondary Event Sort (After Date/Time): If date and time information for multiple events are identical, Location or Event Name is used to sort events on the calendar.

Browse Events

Show End Time in Browse Events: If this option is set to No, only start time is shown in Browse Events.

Browse Events

Show Group Name in Browse Events: If set to “Yes,” then the name of the group that is holding an event is shown in Browse Events.

Browse Events

Show Group Type Filter in Browse Events: If set to “Yes,” then the group type filter is an option in Browse Events.

Browse Events

Show Location on Browse Events: If set to “Yes,” then the event location is displayed in the calendar view on the Browse Events page.

Browse Events

Show Room Type Filter in Browse Events: If set to “Yes,” then a Room Type filter is displayed on the Browse Events page.

Browse for Space

Description in Event Bar on Browse for Space: Determines what information should show in the free/busy bar in the Book. Options include: None, Event Name or Group Name.

Browse for Space

Number of Hours to Show on Browse for Space: Determines the number of hours that are displayed on the grid. Options include: 12 Hours (optimized for a 800x600 display) and 16 Hours (optimized for a 1024 x768 display).

Browse for Space

Start Time on Browse for Space: Determines the start time for the grid.

Email

Account to Use for Sending Email: This is the email account against which outgoing email from VEMS is authenticated.

Email

Allow Email My Password: Allows web users to email their passwords to themselves.

Email

Default Subject for Email: This entry appears in the Subject line of email the reservation summary email that is generated when a web user submits a reservation.

Email

Email Address of Sender: This entry indicates the “From” email address in the reservation summary email that is generated when a web user submits a reservation.

Email

Format for Request Summary: Specify a detailed or summarized report for the reservation summary email that is generated when a web user submits a reservation.

Email

Name of Email Sender: This entry indicates the “From” name in the reservation summary email generated when a web user submits a reservation.

Email

Name or IP Address of SMTP Server: SMTP server used solely for VEMS.

Email

Password of Email Account: This entry indicates the password for the email account.

Email

Send Request Summary upon Submit: Determines whether reservation summary information is emailed to the web users when a reservation is submitted.

Email

SMTP Server Port: The default email port for your SMTP server.

EMS for Outlook

Outlook Book Bookings Color: Used for the EMS for Outlook module. Color used to designate “busy” times for rooms.

EMS for Outlook

Outlook Book Bookings Conflict Color: Used for the EMS for Outlook module. Color used to identify a conflict for a room selection.

EMS for Outlook

Outlook Book Selected Booking Color: Used for the EMS for Outlook module. Color used to designate room selection.

EMS for Outlook

Show Attendees in Book: If set to “Yes,” then the attendees for an event are displayed in the Grid view for the event.

EMS for Outlook

Text to display under icon in for EMS for Outlook: The text that is displayed for the EMS for Outlook desktop icon.

Floor Plans

Floor Mapping Web Service URL: Used for the Floor Plan module. URL address for the floor mapping web service.

Labels

Event Title Plural: This is the plural version of the label for “events.”

Labels

Event Title Singular: This is the singular version of the label for “event.”

Labels

Label for Login box: The label for the User ID field on the Login page.

Labels

Label for “Private” in Book: The default label for a private event entry in various windows, for example, Browse for Space page.

Reservations - Checkout

Allow Billing Reference Lookup: If set to “Yes,” then a user can look up pre-configured billing references when making a reservation in the Reservation Wizard.

Reservations - Checkout

Allow PO Number Lookup: If set to “Yes,” then a user can look up pre-configured PO numbers when making a reservation in the Reservation Wizard.

Reservations - Checkout

Allow Temporary Contacts: If set to “Yes,” then a user can specify a temporary contact for a group when making a reservation in the Reservation Wizard.

Reservations - Checkout

Attachments Allowed Extensions: The allowed attachment types for room requests.

Reservations - Checkout

Billing Reference Validation: Select from No Validation, Required But Not Validated, or Required and Validated.

Reservations - Checkout

PO Number Validation: Select from No Validation, Required But Not Validated, or Required and Validated.

Reservations - Checkout

Require Contact Email: Specify No or Yes to require contact email at checkout.

Reservations - Checkout

Require Contact Phone: Specify No or Yes to require a contact phone number at checkout.

Reservations - Checkout

Reservation Comment Type on Checkout: Select the reservation comment type that is to be displayed upon checkout.

Reservations - Checkout

Show 2nd Contact: If set to “Yes,” then the 2nd contact fields are displayed on the reservation upon checkout.

Reservations - Checkout

Show Billing Reference on Reservation: If set to “Yes,” then the billing reference is displayed on the reservation upon checkout.

Reservations - Checkout

Show PO Number on Reservation: If set to “Yes,” then the PO number is displayed on the reservation upon checkout.

Reservations - Checkout

Attachments Allowed on Room Request: If set to “Yes,” then a user can add attachments to a room request.

Reservations – Room Request

Allow User to Change Setup Count in Selected Locations Area: If set to “Yes,” then a user can change the setup count in the “cart” after adding a room.

Reservations – Room Request

By Default, Enable Add to Calendar Checkbox (for PAM): Defaults the Add to Calendar checkbox to Yes in the optional Plan-a-Meeting module.

Reservations – Room Request

Default Pricing Plan: Indicates the default pricing plan that is used to display pricing in VEMS.

Reservation – Room Request

Default Room Availability View: When a user searches for available rooms, this parameter drives the default display. Options are Grid, List or Floor Map.

Reservations – Room Request

Default Value for Attendance: A default value for attendance when users make a room request.

Reservations – Room Request

Display Areas as Filter: If set to “Yes,” areas are available as a filter. (Shown as a dropdown list.)

Reservations – Room Request

Exclude Closures from Date Calculations: If set to Yes, closures are not taken into account on booking rule date calculations.

Reservations – Room Request

Exclude Weekends from Date Calculations: If set to Yes, weekends are not taken into account on booking date calculations.

Reservations – Room Request

Allow Single Day Requests for Unavailable Rooms (for PAM): If set to “Yes,” then a PAM user making a one day booking request can book an unavailable room.

Reservations – Room Request

Hide Daily Recurrence Option: Hide the daily recurrence option on the Room Request page.

Reservations – Room Request

Hide Monthly Recurrence Option: Hide the monthly recurrence option on the Room Request page.

Reservations – Room Request

Hide Random Recurrence Option: Hide the random recurrence option on the Room Request page.

Reservations – Room Request

Hide Weekly Recurrence Option: Hide the weekly recurrence option on the Room Request page.

Reservations – Room Request

Number of Available Rooms upon Search: Specify the number of available rooms that are displayed.

Reservations – Room Request

Override Default Room Setup/Teardown Times: If set to “Yes,” the default setup/teardown times defined for a room are ignored and the Setup Time in Minutes for All Rooms and Teardown Time in Minutes for All Rooms parameters are used instead.

Reservations – Room Request

Reservation Source for New Reservation: Specify the only reservation source that a user can select for a reservation.

Reservations – Room Request

Sequence of Available Rooms upon Search: Select from Room Description or Book Sequence.

Reservations - Room Request

Setup Time in Minutes for All Rooms: If the Override Default Room Setup/Teardown Times parameter is set to “Yes,” this value is used for the setup time.

Reservations – Room Request

Setup Type Validation Rule: Determines how VEMS deals with the attendance specified in a request as compared to the capacity for a room. Four options are available:

No Setup and No Validation: Do not show the Setup Type field in the reservation process and do not validate the number in the Attendance field against room capacities (i.e., show all available rooms).

Validate But Don't Show: Do not show the Setup Type field but validate the number in the Attendance field against the default capacity (regardless of setup type) for each room.

Show and Validate: Show the Setup Type field and validate the attendance and setup type against setup type/capacity pairings for the rooms.

Show But Don't Validate: Show the Setup Type field but do not validate setup type or attendance.

Reservations – Room Request

Show Additional Filters Initially: If set to “Yes,” then by default, the Availability Filters section is expanded.

Reservations – Room Request

Show Attendance on Room Request: Specify No or Yes to display the Attendance field in a Room Request.

Reservations – Room Request

Show Check Availability on Guest Request: If this option is set to Yes, the Check Availability option is displayed on the Room Request page (web process template mode = Request).

Reservations – Room Request

Show Feature Filter: Set to “Yes” to show the Feature list as a room request search option.

Reservations – Room Request

Show Floor Filter: Set to “Yes” to show the Floor list as a room request search option.

Reservations – Room Request

Show Room Pricing: Set to “Yes” to show the room’s price in a Room Request.

Reservations – Room Request

Show Room Type Filter: Set to “Yes” to show the Room Type list as room request search option.

Reservations – Room Request

Show Room Drop Down on Classic Request: If set to “Yes,” then the Rooms dropdown list is displayed on the Room Request page if the web process template mode = Request.

Reservations – Room Request

Teardown Time in Minutes for All Rooms: If the Override Default Room Setup/Teardown Times parameter is set to “Yes,” this value is used for the setup time.

Reservations – Room Request

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

Reservation – Room Request

Warn User if Room Selected is Not Available for All Dates: Specify Yes if you want a user to be notified if a selected room is not available for all requested dates.

Reservations – Summary

Allow Add Booking to Reservation: If set to “Yes,” users can add bookings to reservations.

Reservations – Summary

Allow Edit UDFs on Reservation: If set to “Yes,” users can edit their UDFs on the Reservation Summary page.

Reservations – Summary

Allow Reservation Edits: Specify Yes to allow a web user to edit his/her reservation information (group, contact, event name, and so on).

Reservations - Summary

ICS File (Calendar Appointment) Status: Specify Busy or Tentative as the default calendar appointment status.

Reservation Summary

Require Cancellation Reason: If set to “Yes,” then if a user cancels a reservation/booking, the user is required to supply a cancellation reason.

Reservations – Summary

Show Service Availability: Displays Service Availability link on the Reservation Summary page.

Services

Adjust Service Order Times upon Booking Edit: If set to “Yes,” then Service Order Times are automatically adjusted if the booking time is modified.

Services

Allow Edit of Services: If this option is set to “Yes,” users can edit the services they have added to events.

Services

Maintain Inventory: If this option is set to “Yes,” the system notifies the user if an attempt to reserve a resource would cause the resource to be overbooked. The user must then select a new quantity.

Services

Populate Service Setup with Attendance: If set to Yes, populates the service setup with the expected attendance number.

Services

Restrict Service Order Times Within Event Times: If set to “Yes,” then VEMS users cannot specify service order start/end times that fall outside the event start/end times.

Services

Set Service Time Default from the Event Time: If set to “Yes,” then the service start/end times are set by default to the event start/end times.

Services

Show Resource Pricing: Set to “Yes” to display the prices of resources.

Unauthenticated Requests

Access to Classic Request for Unauthenticated Users: Specify No or Yes to allow access to the Room Request page when the web process template mode = Request.

View My Requests

Show Group Column on View My Requests: Specify No or Yes to display the Group column in View My Requests.