Understanding Reservations and Bookings in EMS

Friday, March 1, 2024

In the EMS Desktop Client, reservations and bookings are fundamental components for scheduling meetings and events. To navigate the system effectively, it’s crucial to grasp the structure of reservations, the concept of event timelines for booking, and the process of making reservations.

Reservation Structure: 

Within the EMS Desktop Client, an event consists of:

  • A Reservation
  • One or more Bookings
  • Booking details

Reservations contain one or more bookings, each of which may have associated details.

Reservations: 

A reservation identifies the group and purpose of an event. Bookings specify each location and time at which the event will be held. For example, An academic unit could book a conference room for a staff meeting on a specific date, creating a reservation with a single booking. If the meeting recurs monthly, there would be multiple bookings within a single reservation.

Bookings: 

Each booking can include various details such as required resources, event notes, activities, and room charges. For example, resources for a staff meeting might include catering and audiovisual equipment.

Event Timeline: 

EMS Desktop Client uses specific time designators:

  • Event Time: The duration of the actual event.
  • Setup/Teardown Hours: Additional time for staff to prepare or clean up.
  • Reserved Time: Total time including event time and setup/teardown hours for space reservation.

The Reservation Book

The Reservation Book in EMS gives you a clear view of all your organization’s confirmed reservations for the day. It helps you see, edit, and create reservations, and you can adjust how it looks to suit your needs.

Accessing the Book

To open the Reservation Book, just click the Book icon on the EMS toolbar. Here, you’ll see all the reservations for today. Use filters like “Building” and “Date” to see specific events held at a certain place or time. In the “Daily” view, you’ll find all of today’s reservations (you might need to scroll to see them all).

Filtering Rooms

You can focus on specific rooms by clicking “Filter” and choosing your preferences. You can filter by room features or select specific rooms. 

Click “OK” to apply your filters or reset to default settings by clicking “Reset.”

Customizing Display

Make the Reservation Book suit your needs better by clicking “Options” in the upper right corner. From there, you can adjust how the book looks and what information it shows. See Also: Book Option Fields(Link is external)