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EMS Software, LLC

Configuring Additional Information for a Group or Individual

After you have configured a new group in your EMS database with the basic group information (group identifying information, billing information and/or other information), you have the option of configuring additional information for the group.

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When you select a configuration item (contacts, reminders, and so on) in the left pane in the group-specific window, the right pane for the window is an EMS browser window. See An EMS Browser Window

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For information about adding a contact to a group, including creating a web user for a contact, see Configuring Contacts for a Group”. For information about editing a contact for a group, see Editing Group Information”.

To create a web user from a group

A web user is a registered user who can submit requests for reservations or schedule reservations in VEMS. When you add a new group in your EMS database, you decide the “level” of the group that you are adding. For a group that is added at the individual (personnel/employee) level, you might also need to create a web user from the group. This user can then create and view reservations on behalf of a group or groups in VEMS. You can create only one web user from a group. When you create a web user, you can also specify one or more delegates for the web user. A delegate is a web user who can create and view reservations on behalf of another web user.

1. Open the Groups window and search for the group for which you are creating the web user. See To search for a group and/or contact”.

2. On the Groups window, select the group, and then click Tools > Create Web User. A group-specific dialog box opens. The Web User tab is the active tab.

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The User Defined Fields tab displays the questions that a web user was required to answer when the user requested to create an account through VEMS and it is not relevant to the procedure that is described below.

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3. Enter the information for the web user.

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Ideally, you should enter all the necessary information for your web user before you save the web user; however, at any time if you need to access your web user, on the EMS menu bar, click Configuration > Web > Web Users.

Field

Description

Name

Automatically populated after you select the group from the Groups window.

Password

The password that a web user must enter to log in to VEMS.

Email address

If this information has been entered in the Groups window for the group, then this field is automatically populated after you select the group from the Groups window. If the field is blank, you must enter the full email address for the user. (The user must enter this address to log in to VEMS.)

Phone/Fax

Optional fields. If this information has been entered for the group, then these fields are automatically populated after you select the group from the Groups window. If the fields are blank, you can enter values if needed.

Notes

Optional field.

External Reference

Optional field. Links the web user to a group and/or HR Toolkit.

Network ID

Optional field. The web user’s network ID.

Email Opt Out

Select this option if the web user is not to receive automatic emails (such as reservation summary emails) from VEMS. The user will still receive manually sent emails.

Status

Required field. Select the status for the web user:

• Active—The web user can log in to VEMS.

• Inactive—The user cannot log in to VEMS and is instructed to contact the EMS administrator.

• Pending—The web user cannot log in to VEMS and is informed that he/she must check back at a later time.

Security Template

Required field. This determines the web user's access to the system—the menu items that the user can see and the information that the user can view in a tooltip when 'rolling-over' an event in VEMS.

Time Zone

Required field. Select the time zone for the user.

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Ideally, you should enter all the necessary information for your web user before you save the web user; however, at any time if you need to access your web user, on the EMS menu bar, click Configuration > Web > Web Users.

4. Open the Process Templates tab and on the Available list, select the web process template, or CTRL-click to select the multiple templates to which you are assigning the user, and then click the Move button (>) to move the selected templates to the Selected list.

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A web process template defines the functions that are available to each type of web user in VEMS when the user is submitting a request for a reservation.

5. Open the Groups tab and do one of the following to specify the groups on whose behalf the web user can view and make reservations in VEMS.

• The group (web user) is selected by default. You can leave this group in the Selected list, or you can select the group and click the Remove button (<).

• Specify any combination of search criteria for the Find field and Group Type, and then click Display to produce a list of all groups that meet the criteria. In the Available list, select a group, or CTRL-click to select multiple groups, and then click the Move button (>) to move the selected groups to the Selected list.

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If you leave the Find field blank, then a list of all currently active groups for the selected group type is displayed. If you enter a search string in the Find field, the string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, And returns Anderson, Scott, but not Cooper, Anderson.

6. Open the Delegates tab, and on the Search by dropdown list, do one of the following to specify the delegates for the web user:

• Leave the Find field blank, and then click Display to open a list of all currently available web users. Select a user, or CTRL-click to select multiple web users, and then click the Move button (>) to move the selected web users to the Selected list.

• On the Search By dropdown list, select the option by which to search (Email Address or User Name), and in the Find field, enter the string by which to filter your search, and then click Display. Select a web user, or CTRL-click to select web multiple users, and then click the Move button (>) to move the selected users to the Selected list.

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The string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, if searching by Email Address, a search string of bob returns bob.worth@dea.com but not dbobbett@dea.com.

7. Optionally, click Spelling to spell check any information that you manually entered for the web user.

8. Click OK. The dialog box for creating a web user closes and a message opens indicating that the web user was created successfully.

9. Click OK to close the message and return to the Groups window.

To assign the group to a web user

When you add a new group in your EMS database, you should also assign the group to a web user. This web user can then create and view reservations on behalf of the group in VEMS. You can assign a group to one or more web users.

1. Open the Groups window and search for the group to which you are assigning the web user. See To search for a group and/or contact”.

2. On the Groups window, select the group, and then click Tools > Assign to Web Users. The Assign Group dialog box opens. 

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3. Do one of the following to select the web users that are being assigned to the group:

• Leave the Find field blank, and then click Display to open a list of all currently active web users. Select the web user, or CTRL-click to select multiple web users, and then click the Move button (>) to move the selected web users to the Selected list.

• In the Search By dropdown list, select the option by which to search (Email Address or User Name) and then in the Find field, enter the string by which to filter your search, and then click Display. Select the web user, or CTRL-click to select multiple web users, and then click the Move button (>) to move the selected users to the Selected list.

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The string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, if searching by Email Address, a search string of bob returns bob.worth@dea.com but not dbobbett@dea.com.

4. Click Finish. A message opens indicating that the group was assigned successfully.

5. Click OK to close the message and return to the Groups window.

To add a reminder to a group

A comment is a text entry that explains or clarifies a reservation, a booking, a group, or a booking detail that is a service order. A reminder is a comment that has a due date associated with it.

1. Open the Groups window and search for the group to which you are adding the reminder. See To search for a group and/or contact”.

2. On the Groups window, select the group, and then click Open. A group-specific window opens. The group is automatically selected in the window.

3. In the left pane of the group-specific window, select Reminders. A list of all reminders that are currently configured for the group is displayed in the right pane of the window.

4. Click New. The Reminder dialog box opens. The Responsible User field is populated with the your User ID.

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5. On the Reminder Type dropdown list, select the type of reminder that you are adding; otherwise, if none of the pre-configured reminder types meets your working needs, select (user specified comment), and then in the Description field, enter a description for the reminder type. The Date Due field is populated with the current day’s date.

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The description can be a maximum of 30 characters, including spaces.

6. Optionally, change the value for the Responsible User, the Date Due, or both.

7. If you are completing the reminder today, select a Date Completed; otherwise, leave this field blank.

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If you leave this field blank, then it is automatically populated when you or another user completes the reminder on the Reminders tab of the Dashboard window. See To complete a reminder”.

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

• In the Notes field, enter any further explanation or information about the reminder.

• Click Spelling to spell check the reminder before you save it.

9. Click OK. The Reminder dialog box closes. The newly added reminder is automatically selected in the group-specific window.

To add a comment to a group

A comment is a text entry that explains or clarifies a reservation, a booking, a group, or a booking detail that is a service order.

1. Open the Groups window and search for the group to which you are adding the comment. See To search for a group and/or contact”.

2. On the Groups window, select the group, and then click Open. A group-specific window opens. The group is automatically selected in the window.

3. In the left pane of the group-specific window, select Comments. A list of all comments that are currently configured for the group is displayed in the right pane of the window.

4. Click New. The Comment dialog box opens.

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5. On the Comment Type dropdown list, select the type of comment that you are adding; otherwise, if none of the pre-configured comment types meets your working needs, select (user specified comment), and then in the Description field, enter a description for the comment type.

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The description can be a maximum of 30 characters, including spaces.

6. In the Notes field, enter the comment.

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

• To alert any EMS user who opens this group or a reservation that is assigned to this group that this comment has been added to the group, select Alert Users.

• Click Spelling to spell check the comment before you add it to the group.

8. Click OK. The Comment dialog box closes. The newly added comment is automatically selected in the group-specific window.

To add attachments to a group

An attachment is used to describe any file that you can add to or store on a reservation, a booking, or a group.

1. Open the Groups window and search for the group to which you are adding the attachment. See To search for a group and/or contact”.

2. On the Groups window, select the group, and then click Open. A group-specific window opens. The group is automatically selected in the window.

3. In the left pane of the group-specific window, select Attachments. A list of all attachments that have already been added to the group is displayed in the right pane of the window.

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To view any attachment in this list, select it, and then click View.

4. Click New. The Attachment dialog box opens.

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5. In the Description field, enter a name or description for the attachment.

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The description can be a maximum of 50 characters, including spaces. If you leave this field blank, then the Description field is populated with the name of the file after you attach it to a group.

6. On the Type dropdown list, select the attachment type.

7. Click the Search icon emsum_Groups_image014.png to open the Find Attachment dialog box, and then browse to and select the attachment. The Find Attachment dialog box closes. The file name for the attachment is displayed in the Attachment field.

8. Optionally, do one or both of the following as needed:

• If you left the Description field blank, then the name of the attached file is used by default for the file description, and you can edit this if needed.

• Click Spelling to spell check the description before you attach the drawing to the group.

9. Click OK. The Attachment dialog box closes. The newly added attachment is automatically selected in the group-specific window.

To add user defined fields to a group

A user defined field (UDF) is a custom field that stores additional data for a group. Typically, your EMS administrator configures the types of fields that are available as well as the allowed values (text, numeric, and so on) for the fields. When you add a user defined field to a group, you must specify a value for the field.

1. Open the Groups window and search for the group to which you are adding the UDF. See To search for a group and/or contact”.

2. On the Groups window, select the group, and then click Open. A group-specific window opens. The group is automatically selected in the window.

3. In the left pane of the group-specific window, select User Defined Fields. A list of all UDFs that have already been added to the group is displayed in the right pane of the window.

4. Click New.

The User Defined Field dialog box opens. 

User Defined Field dialog box

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5. On the Field dropdown list, select the UDF that you are adding to the group.

6. In the Value field, enter a value for the UDF.

7. Click OK. The User Defined Field dialog box closes. The newly added UDF is automatically selected in the group-specific window.

To assign calculations to a group

Calculations are additional charges that can be applied to billable items (a category, a group, a group type, a resource, or a room) such as gratuity or sales tax. When you configure a group, you can assign the calculations that are to always apply to the group.

1. Open the Groups window and search for the group to which you are assigning the calculations. See To search for a group and/or contact”.

2. On the Groups window, select the group, and then click Open. A group-specific window opens. The group is automatically selected in the window.

3. In the left pane of the group-specific window, select Calculations. The right pane of the group-specific window displays any calculations that have already been assigned to the group.

4. Click Edit.

The Calculations dialog box opens. The group name is displayed at the top of the dialog box.

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5. On the Available list, select the calculation, or CTRL-click to select the multiple calculations that are to always apply to this group, and then click the Move button (>) to move the selected calculations to the Selected list.

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Your EMS administrator can also assign calculations to a group type. If your EMS administrator has already assigned calculations for this group’s type, then these calculations are automatically applied to the group. The calculations are displayed in the Selected list after you click OK and save the group; however, you can always edit these calculations.

6. Continue with any other optional configuration for the group as needed; otherwise, click OK to close the Calculations dialog box and return to the group-specific window.

To configure a list of billing reference numbers

You can configure a list of billing reference numbers that are specific to the group.

1. Open the Groups window and search for the group for which you are configuring the master billing reference numbers list. See To search for a group and/or contact”.

2. On the Groups window, select the group, and then click Open. A group-specific window open. The group is automatically selected in the window.

3. In the left pane of the group-specific window, select Billing Reference. A list of all currently active billing reference numbers for the group is displayed in the right pane of the group-specific window.

4. Optionally, to display all billing reference numbers regardless of status, click Show Inactive. Any inactive billing reference numbers are displayed in red italics in the right pane.

5. Click New. The Billing Reference dialog box opens. Billing Reference dialog box

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6. Enter the information for the new billing reference number.

Option

Description

Billing Reference Number

The billing reference number that is associated with the group.

Note: The reference can be alphanumeric and it has a maximum of 100 characters, including spaces.

Description

A description of the billing reference number.

Notes

Any other comments or statements that are applicable for the billing reference number.

Inactive

Leave this option blank to add the reference as an active reference (the billing reference number is to be available when a reservation is made for the group). Select this option to inactivate the billing reference number.

7. Optionally, click Spelling to spell check the information for the billing reference number before you save it.

8. Continue with any other optional configuration for the group as needed; otherwise, click OK to close the Billing Reference Number dialog box and return to the group-specific window.

To configure a list of PO numbers

You can configure a list of PO numbers that are specific to the group.

1. Open the Groups window and search for the group for which you are configuring the master PO numbers list. See To search for a group and/or contact”.

2. On the Groups window, select the group, and then click Open. A group-specific window open. The group is automatically selected in the window.

3. In the left pane of the group-specific window, select PO Numbers. A list of all currently active PO numbers for the group is displayed in the right pane of the group-specific window.

4. Optionally, to display all PO numbers regardless of status, click Show Inactive. Any inactive PO numbers are displayed in red italics in the right pane.

5. Click New. The PO Number dialog box opens.

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6. Enter the information for the new PO number.

Option

Description

PO Number

The PO number that is associated with the group.

Note: The reference can be alphanumeric and it has a maximum of 100 characters, including spaces.

Description

A description of the PO number.

Notes

Any other comments or statements that are applicable for the PO number.

Inactive

Leave this option blank to add the PO number as an active number (the PO number is to be available when a reservation is made for the group). Select this option to inactivate the PO number.

7. Optionally, click Spelling to spell check the information for the PO number before you save it.

8. Continue with any other optional configuration for the group as needed; otherwise, click OK to close the PO Number dialog box and return to the group-specific window.