Ways to Make Reservations

The EMS Web App provides several ways for you to make a new room request or event reservation:

Request a Reservation 

If you logged in as a guest, you can submit a reservation request that will be approved by an authorized EMS Web App user. 

Create a Reservation 

Click CREATE A RESERVATION from the main menu. Then select a template to streamline the booking process and browse for available time slots and rooms.

Book Now Using Your Template 

Click Book Now next to a template from your home page, and then browse for available time slots and rooms.

Browse and Then Book 

Click BROWSE (main menu):

  • Browse EVENTS. Then request a reservation or, if authorized, click CREATE A RESERVATION from the main menu and select a template to streamline the booking process.

    OR

  • Browse LOCATIONS, find the room you want, and click on any blank slot in the room's calendar. Then select a template to streamline the booking process.

    First Browse and Then Book. To familiarize yourself with the locations in your organization, try Browse Events, Locations, and People before requesting rooms or making reservations. Exploring the EMS Web App this way helps you explore available space, view the schedule at a high level, and understand how other users in your organization reserve rooms. You can also establish your own naming conventions for your events and narrow down your searches to specific room types, room features, event types, geographical areas, and so on.

The Reservation Process: Who and What, Where and When

What's the difference between a "reservation" and a "booking?" A Reservation consists of one or more Bookings.

Every booking belongs to a reservation. You can have multiple bookings under a single reservation. When you have multiple bookings in a reservation, each booking can be independent of the other, such as reserving a set of rooms for an event, or can be a series of bookings under a Recurring reservation.

Each booking can contain multiple Booking Details. These are the resources and services required to support the booking, like catering and room setup.

Reservations: Who and What

reservation is the "who and what" of an event. For example, the Academic Planning Board (the who) may reserve space for a Semester Kickoff event (the what). 

Bookings: Where and When

booking is the "where and when" of an event. For example, the Academic Planning Board schedules the conference room (the where) for a staff meeting on the second Monday in January (the when). The Academic Planning Board now has a single reservation with a single booking in EMS. If they schedule the conference room (the where) for a staff meeting on the second Monday of each month for a year (the when), then the board now has a single reservation with 12 bookings.

Booking Details

A booking can have one or more booking details associated with it. Booking details are the resources (items for the meeting) or services (people and their activities) needed for an event, the notes for the event, the activities for the event, the room charges for the event, or any combination of these. For example, for the Academic Planning Board’s staff meeting, the resources could include catering (coffee service, bagels and muffins, and so on) and A/V equipment, plus the services of a person bringing in and setting up a projector, moving a speaker’s podium, and so on).  

Service Orders

System Administrators configure "buckets" of these details as "Categories," which streamlines the process of adding details to bookings. 

See Also: Add Booking Details Wizard