Manually Entering EMS Reservations

Article to show how a room approver can enter a room reservation directly in EMS

To enter a room reservation directly in ems, start by logging in to the EMS Windows Client application.
If you would prefer to use only the Wizard tool, please see here:

Click on the Book entry:


Change to date and building so the room and day for the new reservation is displayed:


In the time grid, use the mouse to drag over where the meeting will take place. For example, if the meeting will be in room EH 2342 and start at 11:45 AM and end at 12:45 PM, then move the mouse to line for the EH 2342 room. Click and hold the left mouse button at the 11:45 AM start time, drag the mouse over to the 12:45 PM end time and then release the mouse button.

Click and drag for times

This will bring up the reservation wizard as shown below:

Reservation Wizard

You can modify the start/end time as needed:

set times

Make sure the Status is set to Confirmed (should be by default):


If you need to add other dates (say for a weekly recurring entry), you can use the calendar to pick additional dates:

Pick date(s)

When the date(s), time and status are set, 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:
  Filter Groups
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 Group

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

Click the Finish button to complete the reservation.

This should display a Reservation Summary, similar to the one below: 

Reservation Stummarion

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


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 settings


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:

Send Email

EMS Email

Keywordsems room reservation approve   Doc ID60606
OwnerJames D.GroupCAE
Created2016-02-10 09:17:19Updated2024-01-25 12:49:36
SitesComputer-Aided Engineering
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