Configure Rooms

Yo must specify the room code, the room name, the room classification, and the Building that contains the room.

1. On the EMS Desktop Client menu bar, click Configuration > Facilities > Rooms. 
2. In the fields along the top, enter any of the following criteria to narrow the list of rooms below or to set basic information for a new room configuration:
   • Building
   • Classification – leave the default value of (all), or select a specific room classification.
   • Room Type – leave the default value of (all), or select a specific room type.
   • Filter – keyword search that is case sensitive, characters must be in correct order.
3. To perform these tasks, click the buttons on the right of the Room Configuration page:
   • New – create a new room from scratch.
   • Edit – modify an existing room.
   • Delete – delete an existing room.
   • Print
   • Copy – use an existing room to configure a new room.
   • Pricing  – specify the pricing for the room or price it later. 
   • Wizard – opens the Room Configuration Wizard, ideal to configure multiple rooms simultaneously.
   • Import – Import rooms from a tab-delimited file into a building, area, or view that you select.
4. On the Room tab, enter the information for the new room.

Below are the fields on the Room tab.

5. If the room is a Combo room, then see Configure Room Types. Otherwise, continue to the subsequent procedures in this topic.
6. Click OK.

1. On the Room Configuration page, select the Notes tab.
2. Enter one or more of the following:

3. Click OK.

1. Navigate to the Google Integration tab.
2. Enter the Google Room Mailbox that is associated with this room.

3. Click OK.

1. On the Room Configuration page, click the Calculations tab to link predefined calculations to the room so they are always included in billings for it.

2. Select the calculation(s) you want to link to the room in the Available list and use the arrow keys (>, <) to move to the Selected list.

3. Click OK.

1. On the Room Configuration page, click the Pricing tab to link the room to predefined pricing methods so these are used for billing.

2. For each Rate Schedule, select the Pricing method, which determines the cost for reserving the room. 

   If a rate schedule is not listed, you can configure it.

Pricing Methods

3. After you select a Pricing Method, edit the amounts in the fields below.

4. Click OK.

You can also configure the room price on the Edit Pricing window.

1. Navigate to Room Configuration > Setup Types.

2. Link predefined setup types to the room.

3. For each setup type you want to apply for the room, select In Use, and in Min Capacity and/or Max. Capacity, set headcount limits. If a setup type is not listed, you can configure it. 

   If Everyday Users can request a setup type for the room, the Allow Everyday User Request option must be set to Yes. This is controlled by your Setup Type Configuration.

4. Click OK.

1. Navigate to Room Configuration > Components.

   This tab is available only if you selected Combo for the room classification.

2. Do one or both of the following:

   • In Building, select one of the following: (all) Buildings, a specific Building, a specific area, or a specific view. If a Building, area, or view is not listed, you can configure it.

   • In Room Type, leave the default value of (all), or select a specific room type. If a room type is not listed, you can configure it. As you select your search criteria, the list of rooms dynamically updates.

3. On the Available list, press Ctrl and click to select multiple rooms that comprises the Combo room, and then Move (>) to them to the Selected list.

4. Click OK.

1. Navigate to Room Configuration > Features.

2. From the Available list, select the Feature (press Ctrl and click to select multiple features) and Move (>) to the Selected list. 

   If a feature is not listed, you can configure it.

3. Click OK.

This function prevents EMS Web App users from selecting an excluded resource from a room. EMS Desktop Client users receive a warning, but they can still select the resources for the room.

1. Navigate to Room Configuration > Excluded Resources.

2. In Category, select the category that contains the resources to be excluded from the room. 

   The resources for the selected category display in the Available list. If the appropriate category and/or resource is not available, you can configure it.

3. Select the resource (press Ctrl and click to select multiple resources) to exclude from the room, and Move (>) to the Selected list.

4. Click OK.

An attachment is a file that is saved with the room record. For example, you might want to add an attachment to a room record that details special considerations about the room setup. Users can see the attachments when they view room details.

1. Navigate to Room Configuration > Attachments.

2. Click New.

3. Browse to find and select the attachment. 

4. Optionally, do one or more of the following:

   • In Notes, enter a description about the attachment.

   • Click Spelling to spell check the attachment notes before you save the room.

   • You can view an attachment: select the attachment, and click View. Your EMS Desktop Client must have a software program installed to view the attachment. For example, to view a Microsoft Excel spreadsheet, you must have Microsoft Excel installed on your EMS Desktop Client.

5. Click OK.

Images display as thumbnails in EMS and EMS Web App when a user views room details. The following formats are supported: .gif, .jpeg, .jpg, .bmp, .wmf, .pdf or .png and sizes up to 615 x 350 pixels. If you attach a larger image, you might not be able to view the image without scrolling.

1. Navigate to Room Configuration >Images.

2. Click New.

3. Browse for your image file.

4. In Web App Long Description, enter an image description.
5. Click OK.

A drawing is a text-based or image file that is stored on your organization’s network for reference in a booking. Typically, a drawing is a setup diagram of the booking room. If the drawing is an image file, and you want users to view the image in EMS and EMS Web App when making a reservation, then associate the image with the room on the Images tab.

1. Navigate to Room Configuration > Drawings.

2. Click Attach.

3. Browse for and select your drawing file.

4. Click OK.

1. Navigate to Room Configuration > User Defined Fields.

2. Select the UDF, and click Set Value.

   Perform this step for every UDF you want to set.

3. In the Value dialog, enter the UDF value.

4. Click OK.

5. Click OK.

By assigning a room to an Everyday User process template, you enable users to select it from Everyday Applications such as EMS Web App when they book events using the template. Learn how to Configure Everyday Users.

1. Navigate to Room Configuration > Everyday User Process Template.
2. On the Available list, select the everyday user template (press Ctrl and click to select multiple templates) for which the attached users can book the room, and then move (>) them to the correct Selected list.
   • Move templates for which users can reserve the room without approval that is booked into the Reserve status in EMS Web App into the Reserve pane.
   • Move templates for which users must get approval to reserve the room that is booked into the Request status in EMS Web App into the Request pane.

3. Click OK.

We recommend that you define an Outlook TBD room for each building in your database. This ensures skipped bookings in EMS for Outlook remain in the correct timezone and allows for localized notifications and reports to be created around meetings without locations. Learn how to Resolve Booking Conflicts in EMS for Outlook.

1. On the EMS Desktop Client menu bar, click System Administration > Tools > Create Missing Outlook TBD Rooms. 

2. Select one or more buildings you want to create a TBD room for.

3. Click Create.

   A TBD room is now available in your list of rooms for the selected Buildings. The TBD room automatically appears as an Outlook TBD Room for the building on your Room Configuration page. You can also set a Display As name for Everyday Users.