Using the Wizard tool in EMS to enter a reservation

How to enter a reservation into EMS using only the Wizard tool

To enter a room reservation directly in EMS, start by logging in to the EMS Windows Client application.

Verify the room is open during the time(s) you wish to reserve, either by checking the schedule using "Book" in EMS or by logging in to the EMS web interface and checking the room's schedule.


Click on Wizard
Click Wizard
This will bring up the reservation wizard as shown below:

Wizard

Using the Calendar, select which day(s) you wish reserve the room for:

Select Dates
Under "Location"  select Specific Room:
Specific Room
This will bring up the Room Selector.  You should only see the rooms you have approval permission for. Select the room you wish to reserve:

Select Room

Set the Start and End time for the event :
Start and End Time
Make sure the Status is set to approved (should be by default):

Status Confirmed


When the date(s), room, time, and status are set, click the Next button:

Click Next

Fill in the Event Name and select an Event Type:

Event Name and Type


Click on the magnifying glass next to the Group field:

Search for Group

This will bring up the Group lookup form. This form is set to limit the list to 1000 results (there are currently over 5000 groups), so click on Options, then select 10000 and click Ok:

Set Filter

If there is a particular group you wish to use, search for and select that.  If not, search for "UW Madison" and double-click the option listed as "UW Madison" with the group type of "Non-Departmental":

Select UW Madison

Fill in the name and email address of the primary contact for the event using the "Temp Contact" and "Email Address" blanks.  If you have a second contact, you can put that in the "Onsite Contact" entry. You will first need to change the drop down list to "(temporary contact)".  You will also need to select a Setup Type and Count.  A finished form will like similar to this:

Filled out Room Wizard form


Click the Finish button to complete the reservation.

This should display a screen similar to the one below: 

Reservation Summary

The person that was entered as the contact for the event will NOT automatically get a confirmation email. If you wish to send them a confirmation message, you can do so with your email client, or if you want to do it from inside EMS, then you can do the following.  

Make sure the main (top) entry of the reservation request is selected:

Main Entry


Click on the Confirmation button 

Confirmation

In the window that comes up, click the Email button to generate the email.  If this is your first time sending a confirmation email, please click here for configuration information

Email

Depending on when/how your EMS account was set up, Outlook or an EMS email prompt should now open.  Edit the message as needed, and click Send when it is ready to be sent:

Outlook:
Outlook

EMS:
EMS


Keywordsems wizard room reserve   Doc ID102313
OwnerDan S.GroupCAE
Created2020-05-22 08:13:26Updated2024-01-31 10:10:20
SitesComputer-Aided Engineering
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