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EMS Software, LLC

Specifying your Confirmation Settings

The Confirmation Settings dialog box provides a variety of options that you can specify for manual and automatic generation of a confirmation for a reservation or a booking. You can specify your confirmation settings one time and use these settings for all confirmations you generate, or you can change the settings on as-needed basis and tailor them for each confirmation you generate.

To specify your confirmation settings

1. Open a reservation in the Navigator. See:

Opening a reservation directly in the Navigator”.

Opening a reservation through the Reservation Book”.

Opening a reservation through a group”.

 “Search Tools”.

2. In the upper right corner of the Navigator, click Settings > Confirmation Settings. The Confirmation Settings dialog box opens.

Confirmation Settings dialog box

emsum_Confirmations_image001.png

3. Specify the settings for your system’s Confirmations.

Field

Description

Date Range tab—The department name that appears at the top of a printed confirmation.

Buildings tab—Select the specific buildings that are to be included in the confirmation.

Categories tab—Select the specific booking details that are to be included in the confirmation.

Statuses tab—Select the specific statuses that are to be included in the confirmation.

Options tab—Format settings for a printed confirmation.

Confirmation Title

Appears bold and centered at the top of the printed confirmation.

Header Message

Footer Message

Pre-configured blocks of text that appear in the header and footer of the printed confirmation.

Paper Size

The size of the paper on which the confirmation is printed. Values are Letter, Legal, and A4.

Print Comments

Include the comments for the reservation in the printed confirmation.

Print Reminders

Include the reminders for the reservation in the printed confirmation.

Print Cancel Reasons

Include the reasons for cancellation in the printed confirmation.

Print User Defined Fields

Include user-defined fields and their values in the printed confirmation.

Print Room Phone

Include the phone number for the room in which the event is being held in the printed confirmation.

Print Room Notes

Include any notes for the room in which the event is being held in the printed confirmation.

Print Building Notes

Include any notes about the building in the printed confirmation.

Print Billing Reference Allocation

Include the billing reference numbers for the event as well as the percentage of charges that is allocated to each number in the printed confirmation.

Print PO Allocation

Include the PO numbers for the event as well as the percentage of charges that is allocated to each number in the printed confirmation.

Print Category Subtotals

Include the subtotal charges by category in the printed confirmation.

Print Room Type

Include the room type for the event in the printed confirmation.

Print Item Selection Notes

Include the notes for each resource selection item for the event in the printed confirmation.

Suppress Reserved Time

Do not show the reserved time for the event in the printed confirmation.

Suppress Location

Do not show the location for the reservation in the printed confirmation.

Suppress Pricing

Do not show the reservation’s room charges or resource charges in the printed confirmation.

Suppress Logo

Do no show your organization’s logo in the printed confirmation.

Suppress Item Notes

Do not show notes for any booking items in the printed confirmation.

Suppress Item Special Instructions

Do not show special instructions for any booking items in the printed confirmation.

Suppress Item Selections

Do not show any resource item selections in the printed confirmation.

Always Display Time Zone

Always show the time zone for the event in the printed confirmation.

Display Messages as HTML

If you have defined any HTML messages, then select this option to display the HTML version of these messages in the printed confirmation; otherwise, the message is displayed in plain text.

Limit Bookings to Those With Details in Selected Categories

Show only those bookings in the printed confirmation that contain details for the categories that are selected on the Categories tab.

Email Options tab—Format settings for the body of an emailed confirmation.

Header Message

Footer Message

Pre-configured blocks of text that appear in the body of the emailed confirmation.

Note: Your EMS administrator configures these values. Contact your administrator if you need assistance with adding or editing a value.

Email Format

• None—Opens a blank email form.

• Detail—The confirmation appears in its entirety in the email body.

• Mobile Friendly—The confirmation appears in a condensed version that is viewable on a mobile device.

• Summary—Only the booking information appears in the email body.

Attached Detailed Confirmation

The entire confirmation is provided as an attachment to the email.

Attach .ics file

An .ics file is a file that a recipient can save to create an entry in his/her personal calendar. Select this option to attach an .ics file to the email.

Prompt for Res. Attachments

Select from a list of reservation-level attachments that you are including in the email.

Email To

Email CC

Select the users associated with the reservation who should receive the email confirmation.

Copies to Print

The number of copies of the confirmation that are automatically printed if you print the confirmation. (Not applicable if you email a confirmation.)

4. You can now generate a confirmation (manually or automatically) based on the settings you specified. See Generating a Single Confirmation at a Time”.