Configure Statuses

A status automates the booking workflow, especially for booking requests that must be approved and then completed. A status is one of four core data items that you must configure so that your users can make reservations.

You can associate a status to reservations and to bookings, but only booking-level statuses affects room availability. Every booking must have a status.

You might want to configure your own statuses to automate the booking request workflow, such as “Confirmed,” “Tentative,” “Wait List,” and “Canceled.” You can configure as many statuses as you need and give them any names you want. You must always assign one of the four following status types to a status:

  • Book Space
  • Wait
  • Info Only
  • Cancel

Status type determines if a room remains available to other users.

The name that you assign to a status is a convenient label that assists you in managing your organization’s business. The status type is what is actually used by EMS to determine if a room must be taken out of inventory.

To configure statuses:

  1. On the EMS menu bar, click Configuration > Administration > Statuses

    The Statuses window opens and lists all configured statuses with an Active status.

    To view all statuses regardless of status, under Show, click Inactive.

  2. Click New

    The Status dialog opens.

  3. Enter the information for the new status.

    Field

    Description

    Status

    The name of the status (30 character maximum including spaces).

    Status Type

    Required. You must select one of the following four values:

    • Book Space – The room is taken out of inventory and cannot be reserved by another booking. (The system prevents the space from being double-booked.)
    • Cancel – Booking information is retained, but the room is released back into inventory.
    • Info Only – Booking information is retained, but the space is not taken out of inventory.
    • Wait – Booking information is retained in case the space becomes available prior to the event date. Wait bookings show up on the Wait List Report and in the Dashboard.

    If you are configuring a conflict status, then it must Status Type Info Only or Wait.

    Reserved Color

    The color used by this status in the Reservation Book to indicate reserved time. When the reserved time extends before or after event time, thin bars of this color extend out from the beginning and/or end of the event. To use the system default colors, click Default.

    Event Color

    The color for events of this status in the Navigator and Reservation Book. To use the system default colors, click Default.

    Lighter colors are the better colors to use for events because they make it easier to read the event name in the Reservation Book, which is in black text.

    Reconfirm Date

    Select if you want the system to require a reconfirm date when a reservation is made in EMS. When a user gives a booking a status that requires a reconfirm date, the system displays an additional field, prompting the user to enter the date. You can identify bookings with a reconfirm date in the Dashboard.

    Commits Inventory

    Select if the status should remove resources from inventory.

    Typically, you would select this option for a status with a Book Space type whereas you would not select this option for a status with a Cancel type.

    Inactive

    Leave blank to add the status as an active status. Select to inactivate the status.

    EMS Web App Settings

    Display to Everyday Users

    Select to display the event details for bookings with this status in EMS Web App.

    For a booking to appear on Browse Events, the event type, status and room for that booking all have to have Display to Everyday User (DEDU) settings enabled. If one of these properties is not DEDU-enabled, the booking will not appear on Browse Events in the EMS Web App.

    Allow Booking Edit

    Select to allow the editing of bookings with this status in EMS Web App.

    Allow Service Edit

    Select to allow the editing of services for bookings with this status in EMS Web App.

    Allow Booking Cancellation

    Select to allow the canceling of bookings with this status in EMS Web App.

  4. Click OK