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Configuring Reservation Wizard Templates

You configure reservation wizard templates to simplify the reservation making process for your users. A reservation wizard template sets the default values for many of the fields in the Reservation Wizard. For example, you could configure a video conference reservation wizard template such that the default values for status, room type, event name, and event type are all set to “Video Conference.”

Tip: Your users can always over-write the default values you set here when they use the Reservation Wizard.

1. On the EMS Workplace menu bar, click Configuration > Administration > Reservation Wizard Templates.

The Reservation Wizard Templates window opens. This window lists all the reservation wizard templates that are currently configured in your EMS database and that have a status of Active.

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Optionally, to view all reservation wizard templates in your EMS database, regardless of status, under Show, click Inactive.

2. Click New. The Reservation Wizard Template dialog box opens. The Reservation Wizard Template tab is the active tab.

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3. Enter the summary information for the new reservation wizard template.

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The only required information is the template description. All other information on all tabs is optional and can be added at a later date when needed.

Field

Description

Description

Required field. The name or description of the reservation wizard template.

Note: This is the only required information for the group. All other information on all tabs is optional and can be added at a later date when needed.The description can be a maximum of 50 characters, including spaces.

Prompt for Date

Number of Days to Select

Select this option if a reservationist/user is to be prompted with a start date for the reservation in the Reservation Wizard, and then in the Number of Days to Select field, enter the number of days that are to be automatically selected in the Reservation Wizard after the reservationist/user enters a start date for the event.

Video Conference

Select this option to apply the Video Conference option as a default field on the last page of the Reservation Wizard when this template is used.

Note: This option is not available in EMS Professional.

 

4. Click OK to close the Reservation Wizard Template dialog box and return to the Reservation Wizard Templates window with the newly configured template automatically selected.

Setting Default Event Information for a Reservation Wizard Template

1. If needed, open the Reservation Wizard Template dialog box for the reservation wizard template that you are configuring.

2. Open the Defaults tab, and do the following for each reservation variable for which you want to specify a default value:

• Select the variable, and then click edit to open a Set Default Value dialog box.

• Enter the default value for the variable, and then click OK to close the Set Default Value dialog box and return to the Defaults tab.

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3. Continue with any other optional configuration for the template as needed; otherwise, click OK to close the Reservation Wizard Template dialog box and return to the Reservation Wizard Templates window with the newly configured template automatically selected.

Setting Default Room Features for a Reservation Wizard Template

A feature is built-in or permanent attribute of a room, such as a network connection, a built-in plasma TV, window, and so on. You can configure a reservation wizard template so that the initial list of rooms that are available to a user who is making a reservation using the template is limited to only those rooms with these default features.

1. If needed, open the Reservation Wizard Template dialog box for the reservation wizard template that you are configuring.

2. Open the Features tab, and on the Available list, select the feature, or CTRL-click to select the multiple features that the rooms are to have, and then click the Move button (>) to move the selected features to the Selected list.

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3. Continue with any other optional configuration for the template as needed; otherwise, click OK to close the Reservation Wizard Template dialog box and return to the Reservation Wizard Templates window with the newly configured template automatically selected.

Setting User-Defined (UDF) Field Values for a Reservation Wizard Template

User defined fields, or UDFs, are custom fields that store additional information or data for a a reservation. For example, for a reservation, you might want to note the date that the contract for the event was received and if the event was approved by a supervisor. You can select the default user defined fields that are to always apply to a reservation wizard template. These fields are displayed on the User Defined Fields tab in the Reservation Wizard.

1. If needed, open the Reservation Wizard Template dialog box for the reservation wizard template that you are configuring.

2. Open the User Defined Fields tab, and on the Available list, select the UDF, or CTRL-click to select the multiple UDFs that are to always apply to the template, and then click the Move button (>) to move the selected fields to the Selected list.

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3. Continue with any other optional configuration for the template as needed; otherwise, click OK to close the Reservation Wizard Template dialog box and return to the Reservation Wizard Templates window with the newly configured template automatically selected.