Configure Everyday Users

EMS classifies users into two categories: Guests/Visitors and Everyday Users.

An Everyday User is someone who can request or reserve space and services in any EMS Software application other than EMS Desktop Client. You assign these users to templates.

This section guides you in configuring one Everyday User at a time. After you configure these users, you might need to assign them to security templates and one or more process templates. 

  1. On the EMS Desktop Client menu bar, navigate to Configuration > Everyday User ApplicationsEveryday Users

    The Everyday Users window opens. The number of configured users for EMS Web App shows in the upper left. The number of users for which your organization is licensed shows in the upper center.

  2. To check if a user exists, in Find enter the user name or email address. 

    This search string is not case-sensitive, but your entries must be in the correct order. For example, if searching by Email Address, a search string of bob returns but not

    You can narrow your search results by:

    • Group Type 

    • City

    • Status

    • Process Template

  3. Click Display.

    Search results show in the lower pane of the window. If your user does not already exist in EMS, proceed to the next step. 

    If the EMS system parameter Users linked to Groups via External Reference is set to Yes, then you will also see a Group column and a City column.

  4. To create a new user, click New

    The Everyday User dialog opens.

    If the user has confirmed membership (by responding to an email containing an activation link), the Validated check box is selected. 
    If the user had to answer questions when requesting an account, you can view the user's responses on the User Defined Fields tab.

    When you configure a user, you can also specify one or more delegates for the user. A delegate is a user who can create and view reservations on behalf of another user.

  5. Enter information for the new user. 

    User name and email address are required. Password is only required if not using the optional Integrated Authentication module. All other information is optional and can be added later.




    Name of the user. (Maximum of 30 characters, including spaces).


    The password that the user must enter to log in to EMS Web App. If using the optional Integrated Authentication module, Password can be left blank since the network password is used instead.

    Email Address

    Enter the full email address for the user as the user must enter this address to log in to EMS Web App.

    Phone 1 /Phone 2



    Optional. Read-only.

    External Reference

    Optional. Links the user to an outside program such as EMS Human Resources Toolkit if needed.

    Network ID

    The user’s network ID.

    Email Opt Out

    Optional. Select if you do not want the user to receive automatic emails (such as reservation summary emails) from EMS Web App. The user can still receive manually sent emails.


    Required. Select the status for the user:

    • Active – The user can log in to EMS Web App and EMS for Outlook.
    • Pending – The user cannot log in to EMS Web App and EMS for Outlook and is informed that they must check back at a later time.
    • Inactive – The user cannot log in to EMS Web App and EMS for Outlook and is instructed to contact the EMS administrator.

    Security Template

    Required. This determines the user's access to the system (for example, the menu items the user can see and the event information that the user can view).

    Time Zone

    Optional. The time zone in which the user is located. Beginning in EMS 44.1, we recommend that users are assigned to a time zone for an optimal experience on all Everyday User Applications.


    When selected, users who created their own accounts have confirmed membership (by responding to an email containing an activation link). When cleared, the user will not be able to use EMS Web App. 

  6. To assign process templates to the new user, select the Process Templates tab.

    The process templates you assign here appear as menu items to the user in EMS Web App and EMS for Outlook.

  7. To specify Groups on whose behalf the user can create and manage reservations, select the Groups tab.

    To filter the list of active groups displayed, use the Find and Type fields and then click Display. Select one or more Groups (use CTRL-click for multiple groups), and then click Move (>) to move the selected groups to the Selected list.

  8. To specify Delegates the user can impersonate, select the Delegates tab.

    To see all available users, simply click Display. To narrow the search results, use the Search by field to search by User Name or Email Address. Select one or more delegates (using Ctrl-click for multiple delegates), and then click Move (>) to move the selected users to the Selected list. 

    Click Spelling to spell-check any information that you manually entered for the user.

  9. Click OK