To be able to approve the Room Reservation, you need to use the EMS Client. Instructions on installing the client can be found here: https://kb.wisc.edu/cae/78158
Start the EMS Windows Application.
You will need to login with an login/password that has been provided to you from the CoE EMS Administrator.
Click on the Dashboard icon (may not always be green).
Click on Everyday User Reservations
In the Status area, make sure the Pending/Hold
item is checked. To just show Pending/Hold
items, make sure other status types are not checked.
In the Building section, make sure the (all)
is selected. This will change the filter to show all the rooms in Engineering you are responsible for.
The main area of the window should now show if there are any pending reservation requests.
Approving a Reservation
Select a pending reservation from the list
Now click the Go To
button to bring up the reservation:
You should now be viewing the Event Editing screen similar to the one shown below.
On this screen, there are various tabs to view additional information. The primary ones of interest are:
The Reservation Summary
tab will show the entered contact information as well as a listing of the dates/times and rooms requested.
The User Defined Fields
tab will show the additional information that the web form may have asked for (user entered comments, etc).
tab will show all the changes to the event that have been made since it was created.
section will show all the date/times and rooms that were requested.To approve the reservation request,
Click on the event in the left hand column so the very top entry is highlighted
Click on the "User Defined Fields" tab to view additional information about the event provided by the requester:
You can see the additional information provided, the example is shown below:
Now click on the "Reservation Summary" tab
We now want to change the status of the reservation. To do this, click on the Change Status
This will bring up the Change Booking Status
In the drop down list for the Status, select the Approved
Make sure the Update Reservation Status
Click the Next
button to continue:
This will bring up the entry with all the individual booking entries that we can change the status for. By default, all the entries will be selected. We just need to click on the Finish
button to continue:
If none of the events were able to be approved, you will be presented
with a dialog box. You will need to scroll over to see the reason that
it wasn't able to be approved. To send out an email from the program in
this case, Go back to the main Reservation entry, and on the
"Reservation Summary" tab, use the "confirmation" button to send out an
email confirmation where you can then tell the requester that their
reservation was unable to be approved due to conflicts.
A window should pop up with whatever changes were made. This window should look something like:
After closing the previous window, you can now send a confirmation email to the person requesting the reservation. To do so, click Confirmation on the Event Editing window