Reservation Wizard Fields

This section explains the fields on the reservation wizard.

Important!

Beginning in Update 33, if you are licensed for EMS Integration to Exchange and/or EMS for Microsoft Exchange, a Calendaring section will appear on the first screen of the Reservation Wizard in EMS Desktop Client. The Calendaring section contains two booking method options—Standard and Exchange Enabled. For detailed information about these booking methods, see Exchange-Enabled Reservations in EMS Desktop Client.

 Event Section 

Field

Description

Event Name

A name or description for the event.

Event Type

The classification for the event.

VIP Event

Select this option to mark the event as a Very Important event.

Source

The reservation source.

Video Conference

Select this option for a video conference event.

Group/Contact Section 

Field

Description

Group

List of all groups that are available in your system for hosting/sponsoring an event.

Enter the first three letters of the group you are looking for and search.

Search for a group and/or contact. If the group that you want to select for the reservation is not available on the pre-configured list, then you can add the group.

Optionally, after you select a group for the event, you can click Group Info to open a dialog that provides information (Properties, User Defined Fields, and Comments) about the group.

1st Contact

Temp Contact

When you select a group, if a default contact has been defined for the group, then this field is automatically populated with the name of the contact; otherwise, the field is blank. You have several options for defining the 1st Contact for a reservation:

  • If the field is blank, but contacts have been configured for the group, you can select a contact from the pre-configured list.
  • If the field is populated with a default value, but other contacts have been configured for the group, you can select a different contact from the pre-configured list.
  • If the field is blank, and no contacts have been configured for the group, or the contact that you want to select for the group is not available on the pre-configured list, you can click the Contact icon to open the Contact dialog and create a permanent contact for the group. See Configure Contacts.
  • If you want to create a temporary contact just for this event, then select (temporary contact), and in the Temp Contact field, enter the name for the temporary contact.

If a default contact has been configured for the group, then any modifications that you make for the contact apply to this reservation only. The next time you or anyone else creates a reservation for this group, the 1st Contact field is again automatically populated with the name of the default contact.

Phone

Fax

Email Address

One more of these fields might be automatically populated depending on how a selected contact has been configured. You can manually edit these values if needed.

The Phone and Fax fields have a field available on which you can select a different value (Fax, Mobile, Other, or Phone) for the field label, or you can enter a user-defined value. To enter a user-defined value, double-click the current field label to select it, and then enter the user-defined value over the selected label.

If default values have been configured for a selected contact, then any modifications that you make apply to this reservation only. The next time you or anyone else creates a reservation for the same contact, these fields are again automatically populated with the default information.

2nd Contact

Temp Contact

Define if necessary for the event.

Room Setup Tab 

Field

Description

Setup Type

If you selected a specific value for the setup type when searching for an event location, this value is carried forward to this field; otherwise, the field is set to (default). You can edit this value.

Setup Count

If you selected a specific value for the setup type when searching for an event location, this value is carried forward to this field; otherwise, the field is blank. You can enter a value in this field.

Billing Tab 

Depending on the group that you select, one or more of these fields might be automatically populated with default values. You can edit these default values but any modifications that you make apply to this reservation only. The next time you or anyone else creates a reservation for the same group, these fields are again automatically populated with the default billing information.

Field

Description

Pricing Plan

Indicates what type of pricing is to be used for the event.

Billing Reference Number

The internal alphanumeric billing code that is associated with the group. You can manually enter a value in this field, or if a master list of billing reference numbers has been configured for the group, you can click the Search icon to open a Billing Reference Numbers dialog, and select the appropriate value from this list.

To search for a specific billing reference number, enter a search string in the Find field, and then click Display. Your search is limited to the exact order of the characters in the string, but the string is not case-sensitive and it can appear anywhere in the search results. For example, if you enter co as the search string, the search results can include CO-123, and 123-CO.

Sales Category

How the group is sorted for purposes of tracking sales figures, for example, local, regional, national, and so on.

Payment Type

Indicates how the group paid for the event (cash, check, charged, and so on).

PO Number

The internal alphanumeric purchase order number that is associated with the group. You can manually enter a value in this field, or if a master list of PO numbers has been configured for the group, you can click the Search icon to open a PO Number dialog, and select the appropriate value from this list.

To search for a specific billing reference number, enter a search string in the Find field, and then click Display. Your search is limited to the exact order of the characters in the string, but the string is not case-sensitive and it can appear anywhere in the search results. For example, if you enter co as the search string, the search results can include CO-123, and 123-CO.

Salesperson

The user who "sold" the event to the group.

Other Tab 

Field

Description

Event Coordinator

The Event Coordinator who is assigned to the event.

Estimated Event Attendance

The estimated number of people who are expected to attend the event.

Calendar Style

field of all the available formats for printing this event on the Event Calendar and Event Schedule reports.

URL

The event URL.

Virtual Tab 

Field

Description

Web User

To specify the web users who can view/manage this reservation in VEMS, click the Search icon to open the Web Users dialog and search from a list of registered web users.

  • You can search by User Name or Email Address.
  • To search a list of all available web users, leave the Search field in the Web Users dialog blank, and then click Display.
  • To search for a specific web user, enter a search string in the Search field, and then click Display. The string is not case-sensitive, but your search is limited to the exact order of characters in the string and it must begin with the information for which you are searching. For example, if searching by Email Address, a search string of bob returns bob.worth@emssoftware.com but not dbobbett@emssoftware.com.
  • To return this field to the (no change) value at any time, click Reset.

Web Process Template

The web process template that defines the functions that are available for the selected web user.

An Everyday User might be assigned to more than one process template, so make sure to select the template that is applicable for this reservation.

User Defined Fields Tab 

Field

Description

 

User-defined fields are additional fields that store custom data for a reservation. Your EMS administrator configures the types of fields that are available as well as the allowed values for these fields.

  • To enter or edit a value for a field, select the field, and then click Set Value.
  • To clear a value for a field, select the field, and then click Clear Value.

If a user-defined field is not required here, you can always supply a value for it at a later date in the Navigator. See Also: User Defined Fields in the Navigator.

Video Conference Tab 

Field

Description

 

Displayed only if you selected the Video Conference option on this window. N/A for a Best Fit room or Specific Room meeting assignment. You identify the host endpoint for the video conference on this tab.

Not available in EMS Professional.