Configure Reservation Wizard Templates

The reservation wizard templates simplify the reservation making process for your users. A reservation wizard template sets the default values for many 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.”

Users can over-write the default values you set when they use the Reservation Wizard.

ClosedConfigure the Reservation Wizard Template

To configure the Reservation Wizard Template:

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

    The Reservation Wizard Templates window opens. This window lists all the reservation wizard templates configured in your EMS database with an Active status.

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

  2. Click New

    The Reservation Wizard Template dialog opens.

  3. Enter the summary information.

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

    Reservation Wizard Fields

    Field

    Description

    Description

    The name or description of the reservation wizard template (50 character maximum including spaces).

    Prompt for Date

    Number of Days to Select

    Select to prompt a reservationist/user with a start date for the reservation in the Reservation Wizard. In Number of Days to Select, enter the number of days to be automatically selected in the Reservation Wizard after the reservationist/user enters a start date for the event.

    Video Conference

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

    This option is not available in EMS Professional.

  4. Click OK.

ClosedSet Default Event Information for a Reservation Wizard Template

To set default event information for a reservation wizard template:

  1. Open the Reservation Wizard Template dialog for the reservation wizard template that you are configuring.

  2. Select the Defaults tab and do the following for each reservation variable:

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

    • Enter the default value for the variable, and then click OK.

  3. Continue with other optional configuration for the template. Otherwise, click OK.

ClosedSet Default Room Features for a Reservation Wizard Template

A feature is built-in or permanent attribute of a room, such as a network connection, built-in plasma TV, and window. You can configure a reservation wizard template to limit the initial list of rooms available to a user.

To set default room features for a reservation wizard template:

  1. Open the Reservation Wizard Template dialog for the reservation wizard template that you are configuring.

  2. Select 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.

  3. Continue with other optional configuration for the template. Otherwise, click OK.

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

User defined fields (UDF) are custom fields that store additional information or data for a a reservation. For example, 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 UDFs that always apply to a reservation wizard template. These fields display on the User Defined Fields tab in the Reservation Wizard.

To set user-defined field values for a reservation wizard template:

  1. Open the Reservation Wizard Template dialog 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 multiple UDFs, and then click the Move button (>) to move the selected fields to the Selected list.

  3. Continue with other optional configuration for the template. Otherwise, click OK.