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EMS Software, LLC

Configuring Rooms

This topic guides you in configuring a single room; once you have configured everything else under the Configuration> Facilities menu, room configuration is where "everything comes together," since defining a room entails all these elements.

By defining rooms in your organization, you enable Everyday Users to choose from a list of rooms that they can intuitively filter by many elements, such as name, location, type, setup, available services, and physical features.

Tip: The Room Configuration Wizard is ideal for configuring multiple rooms at once, when they should have the same configuration: room type, setup hours, teardown hours, features, and setup type). For instructions in using the wizard, first familiarize yourself with the general process of defining rooms in this topic, and then See Also: Room Wizard: Configuring Multiple Rooms at Once.

Process Overview:

To configure a room, you will

  • Check if the room has already been configured.
  • Edit an existing room to add more detail, or configure a new one from scratch. 
  • Define the room in detail by going through the tabs along the top of the Room configuration page
  • Optional: You can specify the pricing for the room during this process, or you can price it a later date. 

Important: See Also

Configuring a Room: Basic Elements

At a minimum, you must specify the room code, the room name, the room classification, and the Building that contains the room. All other information is optional, and you can configure it at a later date if needed.

  1. On the EMS Desktop Client menu bar, click Configuration > Facilities > Rooms. The Rooms configuration page opens.
  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 (case sensitive, characters must be in correct order).

  1. To modify an existing room, double-click on it or select and click Edit.
    To create a new room "from scratch," click the New button. The Room configuration page opens on the Room tab, where you work with basic information.

Tip: You can also click Copy to use an existing room to configure a new one more quickly.

4. Enter the information for the new room.

Field
Description
Room Code

Required field. Abbreviated text that conveys the room name or description. For example, if a room is named Conference Room 100, then a code for the room could be CONF100.

Note: The room code can be a maximum of 20 characters, including spaces.

Room Name

Required field. The name of the room.

Note: The room name can be a maximum of 50 characters, including spaces.

Classification

Select the appropriate classification for the room. See Room classifications for detailed information. 

Default Setup Type

Leave the default as (none), or select a setup type from the list.

Note: A user can override this value when reserving the room, or when editing the event. If the appropriate setup type is not listed, you can configure it. 

Setup Hours
Teardown Hours

These settings establish the default setup and teardown hours for the room, which are automatically added to the beginning and end of the event time the user specifies in the Reservation Wizard or in EMS Web App. A user can override these values in the Reservation Wizard.

Book Sequence

This value determines the order in which the rooms are listed in the Reservation Wizard for a standard or best fit room search and in the Reservation Book. Enter a zero for the first room that is to be listed. Rooms are ordered from lowest to highest sequence number, with the room with the lowest sequence number being displayed first.

Note: If you leave the book sequence set to zero for all rooms, then rooms are sorted numerically by room code, and then alphabetically.

Type

Room type. Leave the default as (none), or select a room type from the list.

Note: If the appropriate room type is not listed, you can configure it.

Building

Required field. If you selected a single Building when setting criteria in Step 2, this field carries over that value. You can change it.

Account

Enter the internal account that should be credited with the room rental revenue.

Note: If the appropriate account is not listed, you can configure it.

Phone

The phone number for the room.

HVAC Zone

Optional field used for integration with an HVAC system (such as CISCO TMS).

URL

The URL (website address) for a web page that provides more information about the room (for example, MapQuest).

Size

Typically used to enter the square footage of the room.

No. of Room Cards

Indicates how many copies of the Room Cards report should be printed for this room when the report is run. (Typically, you want one copy for each entry door). If you do not want a room card to print, enter a zero. 
Note: This controls whether you can generate QR codes for this room.

Requires Check In

Requires bookings within this room to be checked-in to beginning at a certain number of minutes prior to the Booking Start Time. See Also: Enabling Check In

Academic

Available only in EMS Academic Planning. Set an academic” property on the room.

External Reference

Links the room to an outside program, if needed.

 
EMS Web App Settings
 
Available to Everyday Users

Leave this option selected if events that are scheduled in the room are to be displayed in EMS Web App.

Hide Group

Select this option to hide the name of the Group that booked an event in the room in the Browse Event tooltip.

Display Alert to Everyday Users

Select this option to display any alerts that have been configured for the room when a EMS Web App user schedules an event in the room.

Prompt for Billing Reference

Users will see the Billing Reference field during the booking process when this parameter is set at either the reservation, room, or category level.

Concept: Whether the Billing Reference field displays is based on four settings: global, template, room-level setting, category-level setting. The booking template setting overrides the global setting. The room and category level settings can both override the template setting. After the Admin decides whether to display the field, user entries will be validate based on the value in the 'Billing Reference Validation' parameter set on the template.

Billing Reference field options:

  • Show (Prompt)
  • Require
  • Validate (Show and Require)
  • Don't Show

Additionally, the Billing Reference Validation parameter will always determine whether it is optional, required, or required and validated. 

See Also: Configuring Field Behavior for Billing Reference and PO Numbers

Inactive

Leave this option blank to add the room as an active room. Select this option to inactivate the room.

  1. If the room is a Combo room, then see Configuring Combo Rooms; otherwise, continue to the subsequent procedures in this topic.
  2. Click OK. The Room configuration page closes and the newly configured room is listed.

Entering Notes or Alerts for a Room

  1. From the Room configuration page, open the Notes tab.

2. Enter one or more of the following for the room:

Option
Description
Notes

Free form text that provides any additional information or description about the room.

Note: These notes are not included in confirmations that are printed for events that are scheduled in the room. 

Confirmation Notes

These notes are included in any confirmations that are printed for events that are scheduled in the room.

Alert

Free form text that provides any additional information or description about the room. This text is displayed when an EMS user schedules an event in the room, and if Display Alert to Everyday Users is selected for the room, when a EMS Web App user schedules an event in the room as well.

3. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page. The newly configured room is displayed in the list of rooms.

Configuring Calculations for a Room

1. From the Room configuration page, open the Calculations tab to link pre-defined calculations to the room so they are always included in billings for it. (See Also: Configuring Calculations).

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

3. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page. The newly configured room is displayed in the list of rooms

Configuring Pricing for a Room

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

See Also: Configuring Room Pricing on the Edit Pricing window and Configuring Rate Schedules.

1. From the Room configuration page, open the Pricing tab to link the room to pre-defined 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 the appropriate rate schedule is not listed, you can configure it.

Pricing Method
Description
Half Day/Full Day (Event Time)

The total number of hours for the event is counted and then compared to the number of hours that is indicated in the Hours column. If the total number of hours for the event is less than or equal to the hours that are indicated in the Hours column, then the Half Day price is charged for the room. If the total number of hours for the event is greater than the hours that are indicated in the Hours column, then the Full Day price is charged for the room.

Half Day/Full Day (Reserved Time)

The total number of hours for the Reservation (event time and reserved time) is counted and then compared to the number of hours that is indicated in the Hours column. If the total number of hours for the Reservation is less than or equal to the hours that are indicated in the Hours column, then the Half Day price is charged for the room. If the total number of hours for the Reservation is greater than the hours that are indicated in the Hours column, then the Full Day price is charged for the room.

Hourly (Event Time)

The price that is indicated in the Price column is multiplied by the event time (in hours) for the booking. This price can be used in conjunction with an initial flat” fee, as well as minimum and maximum fees.

Hourly (Reserved Time)

The price that is indicated in the Price column is multiplied by the reserved time (in hours) for the booking. This price can be used in conjunction with an initial flat” fee, as well as minimum and maximum fees.

Hourly (Specific)

The price that is indicated in the Price column is multiplied by the number of hours indicated when adding a room to a booking.

Unit

The price that is indicated in the Price column is applied to the room, regardless of the event time or reserved time for the booking.

3. After you select a pricing method, edit the amounts in the fields below as needed.

Field
Description
Price

The dollar amount that is used in calculating the room price for a booking. If the pricing method is Unit, then this value is applied in total to a room, regardless of the event time or reserved time for the booking.

Discount

You can use a discount with any pricing method. If you specify a discount for a room, then the actual price, the discount percentage, and the discounted amount are all displayed on confirmations and invoices.

Min. Charge
Max. Charge

Used in conjunction with the Hourly pricing methods. If you specify a minimum charge for a room, then the system compares this value to the calculated hourly rate and applies the greater of the two charges. Likewise, if you specify a maximum charge for a room, then the system compares this value to the calculated hourly rate and applies the lesser of the two charges.

Flat Price

A room price that remains constant regardless of the total number of hours booked for a room. Used in conjunction with Hourly (Event Time) and Hourly (Reserved Time).

Half Day Price

The dollar amount that is used in calculating the room price for a booking if the pricing unit is Half Day/Full Day (Event Time) or Half Day/Full Day (Reservation Time).

Full Day Price

The dollar amount that is used in calculating the room price for a booking if the pricing unit is Half Day/Full Day (Event Time) or Half Day/Full Day (Reservation Time).

Hours

Multiplier used in calculating the room price for a booking if the pricing unit is Half Day/Full Day (Event Time) or Half Day/Full Day (Reservation Time).

4. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page and return to the Rooms window. The newly configured room is displayed in the window.

Setting Setup Types for a Room

1. From the Room configuration page, open the Setup Types tab and linl pre-defined setup types to the room.

2. For each setup type you wish to apply for the room, select In Use, and use the Min Capacity and/or Max. Capacity fields to set headcount limits. If the appropriate setup type is not listed, you can configure it. 

Tip: If EMS Web App users are able to request a setup type for the room, the Allow Everyday User Request option will be set to Yes. This is controlled by your Setup Type configuration.

3. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page. .

Setting Components for a Combination Room

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

1. From the Room configuration page, open the Components tab.

2. Do one or both of the following:

• On the Building dropdown list, select one of the following—(all) Buildings, a specific Building, a specific area, or a specific view. If the appropriate Building, area, or view is not listed, you can configure it.

• On the Room Type dropdown list, leave the default value of (all), or select a specific room type. If the appropriate 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, CTRL-click to select multiple rooms that will comprise the Combo room, and then Move  (>) to them to the Selected list.

4. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page and return to the Rooms window. The newly configured room is displayed in the window.

Setting Features for a Room

1. From the Room configuration page, open the Features tab.

2. On the Available list, select the feature (CTRL-click to select multiple features) and Move (>) to the Selected list. If the appropriate feature is not listed, you can configure it. See Configuring Features.

3. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page and return to the Rooms window. The newly configured room is displayed in the window.

Excluding Resources for a Room

Concept: This setting prevents EMS Web App users from selecting a resource from a room. EMS client users just receive a warning, but they can still select the resources for the room.

1. From the Room configuration page, open the Excluded Resources tab.

2. On the Category dropdown list, select the category that contains the resources that are to be excluded from the room. The resources for the selected category are displayed in the Available list. If the appropriate category and/or resource is not available, then you can configure it. See Configuring Categories  and Configuring Resources for a Category.

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

4. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page and return to the Rooms window. The newly configured room is displayed in the window.

Adding Attachments to a Room

Concept: 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 any special considerations about the room setup. Users can see the attachments when they are viewing details about the room.

1. From the Room configuration page, open the Attachments tab.

2. Click New to open the Find Attachment dialog box, and then browse to find and select the attachment. The Find Attachment dialog box closes. Your attachment displays on the tab.

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

• In the Notes field, enter a description and/or additional information 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 then click View. Your EMS 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 client.

4. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page and return to the Rooms window. The newly configured room is displayed in the window.

Adding an Image for a Room

Tip:  Images are displayed as thumbnails in both EMS and EMS Web App when a user views details about a room. You can associate an image with a room if the image is in one of the following formats—.gif, .jpeg, .jpg, .bmp, .wmf, .pdf or .png and ideally, it should not be larger than 615 x 350 pixels. If you attach an image larger than this, you might not be able to view the image without scrolling.

1. From the Room configuration page, open the Images tab.

2. Click New to open the Find Image dialog box, and browse for your image file. Once you have chosen on an image, it will be listed on the Images tab.

Tip: You can use the Web App Long Description field to enter a description of the image that will display on the EMS Web App.

3. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page..

Adding Drawings for a Room

Concept: drawing is text-based or image file that is stored on your organization’s network that you can 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 your users to be able to view the image in EMS and EMS Web App when making a Reservation, then you should associate the image with the room on the Images tab

1. From the Room configuration page, open the Drawings tab.

2. Click Attach to open the Find Drawing dialog box, and then browse for your drawing file. Once you have chosen the file, the drawing is displayed on the Drawing tab.

3. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page and return to the Rooms window. The newly configured room is displayed in the window.

Setting Values for User Defined Fields (UDFs) for a Room

1. From the Room configuration page, open the User Defined Fields tab to add pre-defined fields to the room that will be used during the booking process.

2. For each UDF defined for the room, select the UDF, and then click Set Value.

3. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page.

Assigning the Room to Everyday User Process Templates

By assigning a room to an Everyday user process template, you enable these users to select it from Everyday Applications such as EMS Web App and EMS Mobile App when they book events using the template. To learn more, See Also: Configuring Everyday User Process Templates.

1. From the Room configuration page, open the Everyday User Process Template tab.

2. On the Available list, select the everyday user template (CTRL-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 (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 (booked into the Request status in EMS Web App) into the Request pane.

3. Continue with any other optional configuration for the room as needed; otherwise, click OK to close the Room configuration page and return to the Rooms window. The newly configured room is displayed in the window.