EMS Flex Bookings

You can book a space or room up to 10 weekdays in the future. Date selection shows the Monday to Friday work week. Use the left and right arrows to view the next week or go back to the current week. For example, if today is Thursday February 9, you can view dates through Wednesday, February 22.

Booking Types

EMS Flex gives you 2 ways to book a space or room:

  • Book – After you select a space for one or more dates/times, click Book. The space gets booked based on your selections.

  • Fast book – Select one or more dates and click Fast book. The space gets booked based on your preferences and space availability. If you select room from the top filter menu, a room gets selected based on the number you enter in Max capacity.

The procedures below are for the Book option.

Book a Space

  1. In the top filter menu, select Spaces.

  1. Select one or more dates, up to 10 weekdays in the future. To deselect a date, click the date again.

  1. In Book, select a predefined time or enter a different time in start and end time.

    If you enter a different time, the Book menu changes to Custom.

  2. Select a Building, Floor, and Type.

    To find items that don’t show in the list, use Search.

  1. To sit with a group of coworkers, turn on Show neighborhoods.

    Neighborhoods appear on the floor plan. Click a neighborhood to view its name. The neighborhood you selected in preferences includes a favorite icon. Administrators configure neighborhoods.

  1. On the floor plan, select an available space. You can also select a space from the left pane.

    If you hover over a space or room on the floor plan or list, the corresponding item is highlighted in the list or floor plan. If other dates are available for the selected space, plus symbols appear on the upper right of the date.

  1. Click Book.

Book a Room

  1. In the top menu, select Rooms.

  1. Select one or more dates, up to 10 weekdays in the future. To deselect a date, click the date again.

  1. In Book, select a predefined time or enter a custom time in the time picker.

  1. Select a Building, Floor, and Type.

    To find items that don’t show in the list, use Search.

  1. In Max capacity, enter the capacity number for room size you need.

    The only rooms that display on the map are those that are equal to or less than the max capacity you entered.

  2. On the floor plan, select an available room.

  1. Click Book.

Booking Conflicts

If one or more new bookings have a conflict with an existing booking, a replace booking conflict message opens. You can decide to keep the new or old bookings.

The conflict message shows your current bookings and the conflicted existing bookings. You can:

  • Replace all conflicted bookings with the new bookings

  • Keep the old bookings

My Bookings

From the My bookings pane, you can view or delete your bookings. My bookings shows your bookings from today through 10 business days in the future. For example, if today is Monday January 9, you can view bookings through Friday, January 20.

If you want to change a booking, first delete it, and then create a new booking.

  1. Select My bookings.

  2. Toggle on Spaces or Rooms to view bookings for one or the other in the list.

  3. To delete a booking, click the trash icon and then in the confirmation message, click Delete.

  4. To close the My bookings pane, select My bookings again or click X.

Find People

Use Find people to find coworker bookings. It’s helpful if you want to sit near someone for collaboration on a specific day and time. People show up in Find people if they turned it on in their preferences.

Find people is different than neighborhoods. Neighborhoods shows a group of spaces, but not the people in that group. In Find people, you can find a person’s bookings regardless of whether they’re booked in a neighborhood.

  1. Select Find people.

  2. In Search, type at least 3 letters or more of a name or email.

  3. Select a person’s name.

    Their bookings display in the list.

  1. Select a booking.

    The teammate icon appears on the booked space in the floor plan.

    You can then book a nearby space on the same day and time as the person. If you previously booked another space on the same day and time, delete it and create a new booking.

 

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