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VEMS User`s Manual - IIS Windows Server

1. Room Type all X Floor all Features U Data Projector El Polycom 10 Do one of the following to select a room e Click the Add icon gy next to the room in either the list or grid view e Click the Available Room icon for the room in the Floor Map view and then click Reserve in the Room Details message that opens The selected location is displayed at the top of the Location tab available for all the dates requested These dates are displayed at the top of the Location tab in an Unavailable status You can find an available room for these dates after you submit your reservation a When you book a recurring meeting using PAM a specific room might not be 40 11 Open the Details tab opens Figure 3 9 Room Request page Details tab Event Management Systems Schedule Clarity Book a Meeting Room When and Where Add to Calendar Send Invitations Date _ 12 15 2010 Wed 53 Recurrence Start Time __ End Time _ 8 00 AM 10 00 am Time zone Mountain Time X Areas all X Facilities Denver X P Setup Information Attendance 5 Setup Type no preference Find Space Find Attendee se P Availability Filters Room Type all X Floor all X Features E pata Projector El Polycom Location Details Meeting Details Q Bro
2. 77 viewing in Mobile VEMS 77 viewing the services for 57 Browse menu Browse for Events option 15 Browsing for Facilities option 18 Browsing for Space option 20 Check In Check Out option 24 building checking a group into 22 checking a group out of 22 checking yourself into 24 checking yourself out of 24 C checking a group into a building 22 checking a group out of a buildingi icniei 22 checking yourself into a building 24 checking yourself out of a b ilding s sericea 24 comment see additional information Conventions used in the manual 7 Gopyright i caio ee 3 date editing for a booking 54 default values setting for a room request 70 delegate account creating olii ipa 69 defined peoniimionztanz 69 event browsing for 15 F facility browsing for 18 browsing for in Mobile VEMS 77 Favorites list creating for rooms 72 group checking into a building 22 checking out of a building 22 locating iinei eieiei 22 locating in Mobile VEMS 77 logging into VEMS 11 logging out of VEMS 12 Mobile VEMS accessinb fibbia 77 icons on the Home page 77 Organizat
3. Requesting Services Only on page 49 Viewing your Requests on page 52 The Reservation Summary Page on page 53 27 Chapter 3 Reservations Menu 28 Chapter 3 Reservations Menu Overview of the Reservations Menu The Reservations menu contains various options for requesting a space and or services for an event Three different types of requests are possible e A standard self serve room request that shows real time room availability in a list or grid view Based on the rights that your EMS administrator has assigned to your account you can either reserve rooms and services without approval required or you can request rooms and services with approval required add attendees and view their free busy information during the room request process In addition after you submit your reservation the meeting is added automatically to your calendar and invitations are sent to your attendees See Submitting a Request for a Space Booking a Room with the Plan A Meeting Module on page 36 Ta An Exchange Lotus Notes integration option might be available that allows you to Ta Video conferencing options might also be available e A simple online request form that you use to submit a request for a room and services An EMS reservation coordinator must review requests to confirm actual availability e A request to provide services only to a location that is not managed in EMS for example an office or off
4. 47 Chapter 3 Reservations Menu 48 7 Enter the information for the event When you are entering the event details note the following e Required fields are marked with a red asterisk At minimum you must enter the event name the event type and group details e Some fields in the Group section might be automatically populated with your group department information You can modify this information e You might have the option of answering additional questions or you might be required to answer these questions when booking the room These questions are displayed in an Other Information section e You might have the option of booking specific resources and or services for the event If so an appropriate section is displayed For example if you have the option of booking Multimedia Equipment then a Multimedia Equipment section is displayed on the tab e You might be required to read and agree to Terms and Conditions If so you can click View to review the Terms and Conditions before you accept them Click Submit Reservation The Reservation Summary page opens See The Reservation Summary Page on page Sd Chapter 3 Reservations Menu Requesting Services Only When you request services only for a location that is not managed in EMS then the Services Only Request page opens with a When and Where pane the left pane of the window and two tabs a Service Availability tab and a Details tab Figure 3 15
5. 11 Chapter 1 Getting Started with VEMS 4 Inthe User ID field enter your User ID which is either your network email address or your network User ID 5 Inthe Password field enter your password If you do not know your User ID contact your EMS administrator If you do not know your password you can click Email me my password to have an email that contains your password automatically sent to your network email address 6 Click Login The toolbar on the VEMS Default page is updated with the following menu options Browse Reservations My Account and Admin The My Account option is also displayed In the upper right corner of the Default page Welcome lt User Name gt is displayed If you have been granted delegate access to other web users accounts then your user name is displayed in a dropdown list along with the names of these web users You can assume the identity of any of these web users by picking the appropriate name in the dropdown list Ta For information about creating a delegate see Creating Delegate Accounts on page 69 Figure 1 3 VEMS Home page Event Management Systems schedule cionty Virtual EMS Qy Browse pita Reserva tions GOR My Account OY Admin Welcome Tammy Van Boening w PP Powered by BI To log out of VEMS Under My Account click Log Out 12 Chapter 2 Browse Menu The Browse menu for VEMS always contains options for browsing for events browsing for
6. 29 room request booking a room 30 booking a room with PAM 36 services ONY 49 setting default values for 70 simple room request 44 VIEWING it patinat aeie 52 room request types defined Ela 29 rooms see also space creating a list of favorites 72 S services adding editing or canceling deleting for a booking on the Current tab 57 canceling all for a reservation request on the Reservation Details abi 54 viewing for a booking 57 viewing the availability of for a reservation request 54 services only room request 49 space browsing for 20 Special information about the manual ispira fiala 7 summary information viewing for a reservation request 54 time editing for a booking 54 U user account creating in VEMS 65 MOGIFYING 67 Using the manual 7 V VEMS logging into 11 logging out of 12
7. Ed Nowak none Health Center Education Programs Internal Denver Chapter 2 Browse Menu e To view the bookings with the current day s date for which the group is scheduled click the name of the group in the search results The Locate page is refreshed with a list of the applicable bookings Figure 2 14 Bookings for a selected group E o b _ _ 0 Group Name ta Locate Tammy Van Boening is currently checked out TIME TITLE LOCATION VIEW ON MAP CHECK IN CHECK OUT 9 00 AM 10 00 AM MT Meeting HQ MR1 gt 3 00 PM 5 00 PM MT Reception CCW VC 201 amp kd roweres by e Click the Floor Plan icon 4g for an event to open to open the floor plan for the event s building and view the location of the event s room on the plan Remember this icon is displayed only if your organization has purchased and Stay installed the optional Floor Plan Module Figure 2 15 Viewing the floor plan for an event s building Q Browse MMM Reservations 0 My Account OY Admin Welcome Tammy Van Beening Tammy Van Boening is currently checked out TIME TITLE LOCATION VIEW ON MAP CHECK IN CHECK OUT 9 00 AM 10 00 AM MT Meeting HQ MR1 Lai 3 00 PM 5 00 PM MT Reception CCW VC 201 B p li gt e In EMS Workplace if the group that you located is you then you can do one or both of the following e Click the Check In icon gt for an event to check the group into the event building e Click the C
8. No one matched your request Building Room Types Floor all e a el am El Top 500 Rooms matching your filter Nothing matches your search criteria fems snes SE 3 Inthe Name field enter a name for your Favorites list and then click Save A message opens indicating that your request was completed successfully 4 Click OK to close the message and remain on the Favorites tab 5 Enter the search criteria on the Building dropdown list the Room Type dropdown list and or the Floor dropdown list and then click the Search icon Q to return only those rooms that meet all the search criteria See Figure 4 7 on page 73 72 Chapter 4 My Acct Menu Figure 4 7 User Personalization page My Favorites tab with search results Event Management va e Virtual EMS Qy Browse pa Reservations My Account OY Admin Welcome Tammy Van Boening Personalize enver Name My Favorites Save Locations in your favorites No one matched your request Building Room Types Floor Corporate Center West a all le all El Qa ADD BUILDING ROOM ROOM TYPE FLOOR Corporate Center West Cafeteria Multi Purpose Mezzanine Corporate Center West Small Conference Room Conference Executive Suites Corporate Center West Video Conference Room 201 Video Conference ist Floor Corporate Center West Video Conference Room 202 Video Conference 1st Floor Fowered Dy z0 6 Click the Select icon gy next to each room that you are including i
9. 5 102 20 Status Confirmed 103 30 Group Tammy Van Boening 104 30 1st Contact Name none Auditorium 100 Phone j x8564 7 Lichai po 1st Contact Email info spectrumwritinglic com Auditorium B 60 a ul 20 Chapter 2 Browse Menu e Click the Room Name to open the Location Details popup Depending upon how your EMS administrator has configured your EMS application the popup can show varying information about the event location including the event building details name description and or notes any images that have been associated with the building detailed information for the event room description room type setup type features floor map and availability and any images that have been associated with the room Figure 2 11 Location Details popup Virtual EMS Location Details x Buicino deta Details Building Code DEN Description Denver Notes DEN Building Room Details Setup Types Features Floor Map Additional Information Availability Room Code 02 East Description 02 East Room Type Video Conference Floor 11th Floor Size 1000 Phone x2101 Setup Hours 0 50 Teardown Hours 0 50 Notes Board Room 3 Se 21 Chapter 2 Browse Menu Locating a Group You use the functions on the Locate page to locate a group as well as all the events for the current day s date for which the group is scheduled In EMS Workplace the check in check out status for a group is also displayed on this page If the gro
10. Click Save 69 Chapter 4 My Acct Menu Setting Default Values for Room Requests The My Account menu contains options for setting some default values Start Time End Time and so on for the different types of room requests To set default values for room requests 1 Under My Account click User Options The User Personalization page opens The Personalize tab is the active tab Figure 4 4 User Personalization page Personalize tab elem Schedule Clarity Q Browse Ph reservations GO My Account OY admin Help Welcome Tammy Van Boening Persoraize My Favorites Select process to personalize SELECT PARENT MENU PROCESS Reservations Book a Meeting Room Reservations Book a Meeting Room PAM Reservations Services Only Request Select a template above to customize your selections powered by WES 2 Select the room request process for which you are setting the default values A Personalize Options section is displayed on the tab is refreshed This section displays the list of options for the template for which you can set default values See Figure 4 5 on page 71 70 Figure 4 5 User Personalization page Personalization Options section Event Management Systems Schedule Clarity Q Browse Reservations My Account 9 Admin 9 Help Personalize My Favorites Select process to personalize SELECT PARENT MENU PROCESS Book a Meeting Room Book a Meeting Room PAM Reservations Reservations Reservation
11. Depending on the booking detail that you are adding you might have to supply additional information such as the start and end times the estimated count and so on You might also have to answer service specific questions and or have to agree to Terms and Conditions The Available Services tab closes You return to the Booking Details tab e Ifthe reservation for which you edited the booking has but this single booking then a message opens indicating that your request was completed successfully Click OK to close the message and remain on the Booking Details tab The newly added booking detail is displayed on the Existing Services tab e Ifthe reservation for which you edited the booking has multiple bookings then do one of the following e To add the booking detail to just this selected booking click Do Not Apply to Additional Bookings You remain on the Booking Details tab The newly added booking detail is displayed on the Existing Services tab e To add the booking detail to one or more of the other bookings in the reservation select the appropriate bookings to select all the remaining bookings in a single step select the blank checkbox in front of the Date column heading and then click Save A message opens indicating that your request was completed successfully Click OK to close the message You remain on the Booking Details tab The newly added booking detail is displayed on the Existing Services tab Any resource confl
12. Services Only Request page Service Availability tab Event Management ame Virtual EMS A Browse MMM Reservations GO My Account OY admin ESSEN Details Welcome Tammy Van Boening Service Only Request When and Where Audio Visual Date Must be submitted at least 0 hour s prior to the start of the booking 12 9 2010 Thu Recurren Food Servi saamen Calma Must be submitted at least 0 hour s prior to the start of the booking El 1 have read and agree to the terms and conditions View Setup Information Continue ndai ba You enter the information for this location in the When and Where pane The Service Availability tab lists the available services that you can request for the location You enter information for the event on the Details tab To request services only 1 Under Reservations click a reservation option The Services Only Request page opens Because VEMS is so highly configurable the options that are outlined in the Sta remainder of this procedure might or might not be present In addition certain labels might have been renamed in your implementation of VEMS For example group might have been relabeled to client employee or department Required fields are marked with a red asterisk 49 Chapter 3 Reservations Menu 50 Depending on how your EMS administrator has configured your organization 4 Sta Services Only Request template you might see d
13. eee eeeeeeeeeeeeentttaeeeeeees 30 To submit a request for space booking a room rnrn nnenet 31 Submitting a Request for a Space Booking a Room with the Plan A Meeting Module 36 To submit a request for space booking a room with the PAM module 37 Submitting a Request for Space An Online Request for a Room 44 To submit a request for space an online request for a room 45 Requesting Services Only 2 0 6 lano alieni 49 To request services ON Vs ui alive pra 49 Viewing YOUR Reguesisrer laterali 52 The Reservation Summary Page nni 53 Reservation Detalls tab sonora irene ande Eeee ere abile anastasi 54 Additional Information tab terere sata iero 55 ALENADO EEEE T TAA EAE 56 VEMS User s Manual CUNEntiab itunes 57 Tosedita beokind ale REI 58 To add services for a BOOKINQ c cirie era ala 58 To edit and or cancel services for a booking 61 Chapter 4 My Acct Menu ul 63 Creating a USerAGCOUNE orleans 65 locreate aMSeraGcount palla ealesido 65 Modifying your User Aceount oriali e aaa 67 To modify your user ACCOMM lotti no iride o tates alleen 67 Creating Delegate ACCOUNES ttrt tt ttttetttttttnntat nrt t ttt ttEtEtnEnErnn rnnt EEEE renren nee 69 To create delegate accounts ee ierra aeaaaee iarere ne aae nea 69 Setting Default Values for ROOM
14. 102 20 Status Confirmed 103 30 Group Tammy Van Boening 104 30 1st Contact Name none Auditorium 100 Phone x8564 7 p TEE am Ee po 1st Contact Email info spectrumwritinglic com Auditorium B 60 a ui e Click the Event Name Title to open the Booking Details popup The popup shows reservation details and related bookings It also contains links for adding the selected booking to your personal calendar adding all the bookings for the reservation to your personal calendar and adding the booking to various social networking sites such as Facebook or Twitter Figure 2 3 Booking Details popup Reservation Id 1313 2 Add booking to personal calendar Booking Id 6825 Event Name Meeting 55 Add all bookings to personal calendar Event Type Meeting Social Networking Date Wednesday December 08 2010 Location HQ MR1 Reserved Time 9 00 AM 10 00 AM MT Event Time 9 00 AM 10 00 AM MT Setup Type Conference 5 Status Confirmed Group Tammy Van Boening 1st Contact Name none Phone x8564 Fax 1st Contact Email info spectrumwritingllc com Event Coordinator none Salesperson none First Booking Wednesday December 08 2010 Last Booking Wednesday December 08 2010 Total No Bookings 1 DATE START TIME END TIME TITLE LOCATION GROUP NAME HE 12 8 2010 Wed 9 00 AM 10 00 AM Meeting HQ MR1 Tammy Van Boening 16 Chapter 2 Browse Menu e Click the Event Building Room link to open a Location Detai
15. Chapter 4 My Acct Menu on page 63 details the options that are available on the My Account menu including creating a new account modifying your user profile setting up delegate accounts setting default values for certain fields on the Room Request page and creating a list of favorite rooms to search when requesting a room Chapter 1 Getting Started with VEMS Virtual EMS or VEMS is a web based application that allows users to browse events in a calendar view facility information and if allowed submit and manage room reservations and service requests This chapter covers the following topics e Logging into and out of VEMS on page 11 Chapter 1 Getting Started with VEMS 10 Chapter 1 Getting Started with VEMS Logging into and out of VEMS You can access VEMS through any standard Internet browser To log into VEMS 1 Openan Internet browser session 2 Inthe browser s address field enter the VEMS URL Ta Contact your EMS administrator if you need assistance The VEMS Default page opens Figure 1 1 VEMS Home page Event Management senese Virtual EMS Qy Browse GO My Accoun t Welcome Guest E aisse Powered by SES 3 Under My Account click Log In The VEMS Login page opens Figure 1 2 VEMS Login page Event Management Systems sebedute cia Virtual EMS Q Browse amp My Account Welcome Guest ee User Id Password Login Email me my password Powered by ENS
16. Facilities page displays all the rooms in your organization in which you can schedule an event The page can display the room in one of two formats By Setup Type which is a list of the rooms grouped by setup type or By Room which is a list of the setup types grouped by room To open the Browse Facilities page under Browse click Browse for Facilities Figure 2 6 Browse Facilities page By Setup Type Event Management Trace Virtual EMS Q Browse m Reservations B My Account LV Admin Welcome Tammy Van Boening Browse gt By Setup Type By Room Filter Setup types by Room SETUP TYPE LOCATION MIN CAPACITY CAPACITY Banquet CTC Aud A 0 40 CTC Aud B oO 40 CTC Auditorium 0 100 HQ Exec Lounge 0 40 Classroom CCE MR 301 0 12 CCE MR 302 0 20 CCW Small Conf 0 10 CTC 101 oO 20 CTC 102 0 20 CTC 103 0 30 CTC 104 oO 30 CTC Aud A 0 50 Figure 2 7 Browse Facilities page By Room Event Management anon Virtual EMS Q Browse a Reservations O My Account LY Admin Welcome Tammy Van Boening Browse x By Setup Type SESA Filter ROOM SETUP TYPE MIN CAPACITY CAPACITY CCE MR 301 Classroom 0 12 Standard As Is 0 12 Theater 0 12 CCE MR 302 Classroom o 20 Conference 0 16 Standard As Is 0 16 Theater 0 20 CCE VC 310 Conference o 10 Standard As Is 0 10 CCW Small Conf Classroom 0 10 18 Chapter 2 Browse Menu e Ineither view you can click the Room Name to open the Lo
17. O Shea Mike Wimett Find Attendee mike Availability Filters Room Type all Floor all X Features Data Projector Polycom E vC Equipment You enter the information to search for available rooms and attendees in the When and EMAIL Welcome Ed Nowak eeen Details When and Where 2010 Eastern Standard Time 16 Hours 8 9 10 1112P 1 rs 3 4 s 6e 7 8 JOB TITLE Mike O Shea dea com Lead Specialist mike dea com Programmer Where pane and you view the results of the search on the Location tab You enter information for the event on the Details tab 36 Chapter 3 Reservations Menu To submit a request for space booking a room with the PAM module 1 Under Reservations click a reservation option The Room Request page opens a Because VEMS is so highly configurable the options that are outlined in the remainder of this procedure might or might not be present In addition certain labels might have been renamed in your implementation of VEMS For example group might have been relabeled to client employee or department event might have been relabeled Meeting and so on Required fields are marked with a red asterisk 2 Inthe When and Where left pane of the page do the following to search for a room or rooms in which the event is to take place Depending on how your EMS administrator has configured your o
18. Requests 70 To set default values for room reQquests rnrn rttr ttrrrennne nnn 70 Creating a List of Favorite ROOMS in 72 To create a list of favorite FrOOMS rttr ttrt ttttttnnnnnnnnnn nnmnnn 72 Chapters Mobile VEMS Jul aa 75 Working with the Mobile Version of VEMS 77 Index oa banali 79 Preface Welcome to the VEMS User 5 Manual The purpose of the VEMS User 5 Manual is to answer your questions and guide you through the procedures necessary to use the VEMS application efficiently and effectively Using the manual You will find the VEMS User s Manual easy to use You can simply look up the topic that you need in the table of contents or the index Later in this Preface you will find a brief discussion of each chapter to further assist you in locating the information that you need Special information about the manual The VEMS User s Manual has a dual purpose design It can be distributed electronically and then printed on an as needed basis or it can be viewed online in its fully interactive capacity If you print the document for best results it is recommended that you print it on a duplex printer however single sided printing will also work If you view the document online a standard set of bookmarks appears in a frame on the left side of the document window for navigation through the document For better viewing dec
19. Where Meeting Details Gaume every Tuesday week s effective meeting Name Meeting Type 2 2 2032 until 7 51 2012 from 8 00 AM etna ren E Recurrence Group Details Group Ha Ist Contact Ph Fax Email 2nd Contact Setup Type an paasa El none Ha Phone Fax Availability Filters Room Type Email al El Floor I El Attachments Features E pata Projecter Scraen Attach File Elpolycom Other Information 7 Find Space Would you like someone from Meeting Services to assist you with this meeting event Catering terms and Conditions Start Time _ End Time Service Type Estimated Count D Delivery Service El Breakfast El Hot Breakfast E Stack amp Wrapped Selections E Plated Affairs El party Trays Multimedia amp Equipment fc BI AV Items Setup Notes Billing Information Cost Center Number EI have read and agree to the terms and conditions View Powered by SIEIS 34 Chapter 3 Reservations Menu 9 Enter the information for the event When you are entering the event details note the following Required fields are marked with a red asterisk At minimum you must enter the event name the event type and the group details Some fields in the Group section might be automatically populated with your group department information You can modify this information If a Search icon is present then you can search for a group contact record for the event If contacts are available
20. be required to answer these questions when booking the room and or you might have the option of entering reservation level comments These questions and comments are displayed in an Other Information section 41 Chapter 3 Reservations Menu e You might have the option of booking services for the event If so then a Service section is displayed on the Details tab e You might be required to specify billing information You can manually enter the billing information or if a Search icon is present then you can search for the information e You might be required to read and agree to Terms and Conditions If so you can click View to review the Terms and Conditions before you accept them 13 Click Submit Reservation e The appointment is added to your personal calendar and meeting invitations are automatically sent to the meeting attendees The appointment form contains two embedded links one for the organizer and one for an attendee to access the reservation in VEMS See Figure 3 10 below From this point forward you must make all booking changes in VEMS If you modify or cancel a meeting that was originally created using the PAM feature within VEMS from your personal calendar the meeting will not be reflected correctly in VEMS e The Reservation Summary page opens See The Reservation Summary Page on page 53 For a reservation containing multiple bookings a recurring meeting resolve any room conflicts using
21. building or view to search Select a time zone e Multiple time zones are available only in EMS Enterprise Only a single time zone is available in EMS Professional If the meeting is a recurring meeting then click Recurrence to open the Recurrence popup window and then enter the necessary information for the meeting 3 Inthe Setup Information section enter your attendance and setup type 4 The Availability Filters section provides options for filtering your room results by Room Type Floor and or Features You can click the arrow to expand collapse this section If needed enter additional filter criteria 31 Chapter 3 Reservations Menu 32 5 Click Find Space A list of rooms that meet the search criteria and that are available for the indicated reservation time are displayed on the List sub tab in a list view on the Grid sub tab in a grid view and if available on a Floor Map view In the List view rooms that you can reserve are displayed under a Reserve heading Rooms that you can request are displayed under a Request heading It might be possible to specify the default values for some of these options Sa including the default view List or Grid for the search results See Setting Default Values for Room Requests on page 70 A room that you can reserve is automatically booked for the event and no Sta approval is required A room that you can request must be
22. for a group you can specify which contact is to be the default contact for the group and you can inactivate any contact for the group You might have the option of answering additional questions or you might be required to answer these questions when booking the room and or you might have the option of entering reservation level comments These questions and comments are displayed in an Other Information section You might have the option of attaching files to the room request If so then an Attachments section is displayed on the Details tab The allowed file attachment formats are csv doc gif pdf txt xls xlsx and tif You might have the option of booking services for the event If so then a Service section is displayed on the Details tab Depending on how your EMS administrator has configured the service an alert might open when you select the service After you read the alert click OK to close the alert and continue with adding the event details You might be required to specify billing information You can manually enter the billing information or if a Search icon is present then you can search for the information You might be required to read and agree to Terms and Conditions If so you can click View to review the Terms and Conditions before you accept them 10 Click Submit Reservation The Reservation Summary page opens See The Reservation Summary Page on page Sd Depending on how you
23. medium except as specifically allowed in the license or the non disclosure agreement EMS the EMS logo and EMS Regics are registered trademarks of Dean Evans amp Associates Inc Event Management Systems EMS Enterprise EMS Professional EMS Campus EMS Workplace EMS Legal EMS District EMS Master Calendar and Virtual EMS are trademarks of Dean Evans amp Associates Inc Microsoft Windows and Outlook are registered trademarks and SOL Server is a trademark of Microsoft Corporation Lotus Notes and Domino are registered trademarks of IBM Corporation Other products brands and trademarks are property of their respective owners companies Table of Contents Prefaceiszici ALII naait 7 Chapter 1 Getting Started with VEMS ii 9 Logging into and out of VEMS israel iii illegali alia air 11 TologiinioNEMS z sara tal ay sats ce ah E hn ae rea 11 T l 0g out of VEMS liana rd 12 Chapter 2 Browse MENU iii 13 Browsing TOM EVENtS sini biagio lena e aeea ee ereitera 15 Browsing for Facilities aree lu virali ae et ii ei e i eS ae oak 18 Browsing ohSpa06 Galia alia dalia dl aldo i 20 L ecalingra Group aree build rele elio ere li lia 22 Checking In Yourself Checking Out Yourself from a Building EMS Workplace 24 Chapter 3 Reservations MenUu ri 27 Overview of the Reservations MeNU 29 Submitting a Request for a Space Booking a ROOM
24. preference Availability Filters Room Type all X Floor all Features Data Projector Screen Polycom Chapter 3 Reservations Menu 6 Optionally do one or both of the following otherwise continue to Step 7 e Click the name of any room that you selected for the event to open the Location Details popup and then open the Availability tab on this popup to view the room s availability in either a Daily or Weekly view e Inthe Availability grid click and hold the left mouse button drag the mouse to schedule the room for another date and time on a selected day and then release the mouse button to select the room multi select days As you drag the mouse the cursor changes to a double headed Sy You can schedule only one day at a time on the Availability tab You cannot arrow and a blue vertical bar is displayed 7 Inthe Find Attendee field enter a search string and then click the Search icon All the users and distribution groups in your global address list and personal contact list with names that meet the search criteria are displayed on the Location tab At the top of the tab the real time free busy schedules for all the attendees including yours are displayed Your search is limited to the exact order of the characters in the string but the Sta string is not case sensitive and it can appear anywhere in the search results For example a search string of
25. reservation and or view and modify miscellaneous notes for the account 3 Click Save 68 Chapter 4 My Acct Menu Creating Delegate Accounts A delegate is another web user who can assume your identify upon logging into VEMS and carry out actions on your behalf You can create one or more delegate accounts To create delegate accounts 1 Under My Account click Edit My Account The User Account page opens The User Info tab is the active tab 2 Open the Delegates tab Figure 4 3 User Account page Delegates tab Event Management va Virtual EMS 2 Browse MM Reservations FA My Account EG Admin Welcome Tammy Van Boening User Info Delegates Enter text to search for delegate Search Users matching your search User who can impersonate you 3 In the search field enter a search string to search for users who are to be your delegates and then click Search A list of users who meet the search criteria are displayed in the Users matching your search pane Your search is limited to the exact order of the characters in the string but the string is not case sensitive and it can appear anywhere in the search results For example a search string of ed returns Ed Smith Ted Wilson and so on 4 Select the web user or CTRL click to select the multiple web users who are to be your delegate accounts and then click the Move gt button to move the selected users to the User who can impersonate you list 5
26. the booking tools outlined on the Reservation Summary page See The Reservation Summary Page on page 53 42 Chapter 3 Reservations Menu weaizaisizono gt Boom LU Wes zano s0q0aM If you are the meeting organizer click the link below to edit your reservation http localhost Virtual42 login aspx Reservationld 21223 To view the details of this reservation click the below link http localhost Virtual42 ReservationDetails aspx Reservationld 21223 JENERATED BY VIRTUAL EMS zzioenoa Sano A AG Bo 1 conflict Ed Nowak 43 Chapter 3 Reservations Menu Submitting a Request for Space An Online Request for a Room The Room Request Form page is organized into various sections to facilitate the online request process a When and Where pane the left pane of the window and two tabs a Details tab and an Availability tab Figure 3 11 Room Request Form page Details tab Q Browse pat Reservations gt My Account LY Admin 9 Help Welcome Tammy Van Boening Training Center Request Form Availability Meeting Details Meeting Name Meeting Type Training Training a When and Where Date 3 22 2012 Thu 33 Recurrence Start Time End Time a M Group Details Time zone Group Central Time v Areas ist Contact all i Tammy Van Boening Facilities Phone Fax no preference X x4321 Setup Information Email info spectrumwritingli
27. when you add a room to the booking the room is automatically selected as the video conferencing host After you add all the needed rooms you can select the appropriate room to be the video conferencing host You can select only one room per building You might also have the option of specifying the setup count for each room Depending on how your EMS administrator has configured the room an alert Sta might open when you select the room After you read the alert click OK to close the alert and continue with room selection The following results are possible e Ifyou select a location that is available for all the event dates then the selected location is displayed at the top of the Location tab Continue to Step 7 Figure 3 3 Selected room displayed on Location tab Location Details Selected Locations EJ pate HOLIDAYS START END LOCATION diana SETUP COUNT CONFLICT E 7 2 2012 Tue 8 00AM 10 00 AM Denver 02 West Request 10 E 7 10 2012 Tue 8 00AM 10 00 AM Denver 02 West Request 10 E 7 17 2012 Tue 8 00AM 10 00 AM Denver 02 West Request 10 E 7 24 2012 Tue 8 00AM 10 00 AM Denver 02 West Request 10 E 7 21 2012 Tue 8 00AM 10 00 AM Denver 02 West Request 10 Floor Map e Ifyou select a location that is not available for all the event dates then a message opens indicating this Click OK to close the message and return to the Location tab The selected location is displayed at the top of the Location tab and an option to search
28. 00 PM MT Reception CCW VC 201 po Powered by FABI You can do the following on the Check In Check Out page e Click the Check In icon gt for an event to check yourself into the building e Click the Check Out icon lt for an event to check yourself out of the building 24 Chapter 2 Browse Menu e Click the Floor Plan icon 4 for an event to open the floor plan for the event s building and view the location of the event s room on the plan Remember this icon is displayed only if your organization has purchased and Sta installed the optional Floor Plan Module Figure 2 17 Viewing the floor plan for an event s building Q Browse pa Reservations My Account OY Admin Welcome Tammy Van Boening Tammy Van Boening is currently checked out TIME TITLE LOCATION VIEW ON MAP CHECK IN CHECK OUT 9 00 AM 10 00 AM MT Meeting HQ MR1i gt 3 00 PM 5 00 PM MT Reception Ccw vc 201 a I I 25 Chapter 2 Browse Menu 26 Chapter 3 Reservations Menu The Reservations menu for VEMS contains various options for requesting a space for an event This chapter covers the following topics e Overview of the Reservations Menu on page 29 Submitting a Request for a Space Booking a Room on page 30 Submitting a Request for a Space Booking a Room with the Plan A Meeting Module on page 36 Submitting a Request for Space An Online Request for a Room on page 44
29. MS Ph I J Click the New Bookings icon to open a page on which you can enter bookings in VEMS e Click the Groups icon to open a page that lists all the groups for which you can make a booking in VEMS You can also search for groups on this page D Click the Browse Facilities icon to open a page that lists all the facilities that you can book in VEMS You can also search for facilities on this page Note A Map icon might be displayed next to a facility Click this icon to view the location of the facility on a map TI Chapter 5 Mobile VEMS 78 Index A ACCOUNT zenean irene 65 additional information modifying for a reservation request maning 54 viewing for a reservation FEQUESt s iure 55 Additional Information tab on the Reservation Summary page 55 Assumptions for the manual 8 attachment adding to a reservation request 56 deleting from a reservation requesti iti 56 viewing for a reservation request illo telat oes 56 Attachments tab on the Reservation Summary PAGE 56 booking adding editing or canceling deleting services for on the Current tab 57 canceling for a reservation request on the Current tab 57 canceling for a reservation request on the Reservation Summary tab 54 editing the date and time for 54 making in Mobile VEMG
30. Modifying your User Account Your user account specifies your email address your name your phone number your fax number and your time zone You can modify all these values Your user account also provides the option of modifying your VEMS password To modify your user account 1 Under My Account click Edit My Account The User Account page opens The User Info tab is the active tab Figure 4 2 User Account page User Info tab e Virtual EMS I Browse PM Reservations JOR My Account OY Admin Welcome Tammy Van Boening Email info spectrumwritingllc com Name Tammy Van Boening Phone 303 840 1755 Fax Time zone Mountain Time m Password Confirm Password Notes ElI do NOT want to receive automatic emails Save 67 Chapter 4 My Acct Menu 2 Do one or more or all of the following e Modify any of the information for your account as needed your email address name phone number and so on If you log into VEMS using your network email address and you change your Sa email address then this new email address is the address that you must now use for logging in e To change your password enter your new password in the Password field and then enter the exact same password again in the Confirm Password field Options might also be present to opt out of receiving automatic emails that are Sta received from VEMS such as reminders or the reservation summary that is emailed when you submit your
31. SENS You enter the information to search for available rooms in the When and Where pane and you view the results of the search on the Location tab You enter information for the event on the Details tab 30 Chapter 3 Reservations Menu To submit a request for space booking a room 1 Under Reservations click a reservation option The Room Request page opens a Because VEMS is so highly configurable the options that are outlined in the remainder of this procedure might or might not be present In addition certain labels might have been renamed in your implementation of VEMS For example group might have been relabeled to client employee or department event might have been relabeled Meeting and so on Required fields are marked with a red asterisk 2 Inthe When and Where left pane of the page do the following to search for a room or rooms in which the event is to take place Depending on how your EMS administrator has configured your organization 5 a Room Request template you might see different fields or you might not see some of these fields displayed at all Enter your date and time criteria On the Areas dropdown list leave the default value of all areas as is or select a specific area to search Areas are available only in EMS Enterprise Areas are not available in EMS Professional On the Facilities dropdown list select all buildings or select a specific
32. VEMS User s Manual EMS Enterprise 7 0 EMS Professional 13 0 EMS Campus 4 0 EMS Legal 7 0 EMS Workplace 7 0 EMS District 7 0 Event Management Systems Schedule Clarity Copyright Limit of Liability Trademarks 2012 Dean Evans and Associates Inc All rights reserved The information contained herein is proprietary and confidential and is the exclusive property of DEA Inc It may not be copied disclosed used distributed modified or reproduced in whole or in part without the express written permission of DEA Inc DEA Inc has used their best effort in preparing this guide DEA Inc makes no representations or warranties with respect to the accuracy or completeness of the contents of this guide and specifically disclaims any implied warranties of merchantability or fitness for a particular purpose Information in this document is subject to change without notice and does not represent a commitment on the part of DEA Inc or any of its affiliates The accuracy and completeness of the information contained herein and the opinions stated herein are not guaranteed or warranted to produce any particular results and the advice and strategies contained herein may not be suitable for every user The software described herein is furnished under a license agreement or a non disclosure agreement The software may be copied or used only in accordance with the terms of the agreement It is against the law to copy the software on any
33. achment formats are csv doc gif pdf txt xls xlsx and tif 56 Chapter 3 Reservations Menu Current tab The All tab displays a the bookings for the selected reservation regardless of the booking date The Current tab displays all the current bookings bookings with a date greater than or equal to the current day s date for the selected reservation The Historical tab displays all the past bookings bookings with a date before the current day s date for the selected reservation Figure 3 22 Reservation Summary page Current tab All Historical ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP x Fi P 7 3 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 Ea 7 10 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 Da 7 17 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 E 4 7 24 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 Ea 7 31 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 Powered by Eems You can do the following on the Current tab e Tocancela booking click the Cancel Booking icon gy next to it e To edit a booking click the Edit Booking icon next to it See To edit a booking on page 58 e To add services attendees visitors setup notes resources with service orders and or resources without service orders to a booking click the Add Edit Services ico
34. ailable for adding to the booking Available Services tab and the services that you have already added to the booking Existing Services tab Figure 3 23 Booking Details tab Booking petits parto Back To Reservation Summary Meeting Name Meeting Group Evans Dean Date Tuesday July 03 2012 Setup Type none 10 Location Denver 02 West Status Request Meeting Time 8 00 AM 10 00 AM MT Meeting Type Meeting Internal Cost Center Number 22 2222 Available Services isting services Services Catering Denver VC Catering 7 30 AM 8 00 AM Buffet Service for 10 Multimedia amp Equipment Setup Notes ACTIONS QTY ITEM PRICE NOTES SPECIAL INSTRUCTIONS Visitors 10 The Traditional 8 99 Assorted Danish muffins Continental fresh fruit orange juice amp coffee ems Powered by O Chapter 3 Reservations Menu 1 Onthe Available Services tab click the link for the type of service that you are adding to the booking The Available Services tab is refreshed with options based on the type of service that you are adding e Ifyou are adding resources with service orders catering food services resources without service orders setup notes and or a room charge go to Step 2 e Ifyou are adding attendees visitors then go to Step 3 2 Enter the necessary information for the services that you are adding to the booking and then at the bottom of the page click Save Required fields are marked with a red asterisk
35. approved by an EMS reservation coordinator An option might be available to create a list of favorite rooms from which to make Sta a selection This list offavorites is displayed in the Facilities dropdown list on the Room Request page See Creating a List of Favorite Rooms on page 72 Figure 3 2 Room Request page List view Q Browse Reservations amp My Account LY Admin Help Book a Meeting Room Welcome Tammy Van Boening Location Details When and Where Date Selected Locations No rooms currently selected 3 22 2012 Thu 32 Recurrence Grid Floor Map Start Time End Time Availability 8 00 AM 10 00am A SELECT AVAILABLE LOCATION TIME ZONE CAPACITY PRICE reas all Request Facilities 1 1 Denver 02 West MT 16 Denver Rai 1 1 Denver 02 East MT 10 100 00 Time zone Mountain Time E Setup Information Attendance 10 Setup Type no preference x Availability Filters Room Type all Floor all E Features E pata Projector Screen E Polycom Find Space Chapter 3 Reservations Menu 6 Do oneofthe following to select a room e Click the Add icon gy next to the room in either the list or grid view e Click the Available Room icon for the room in the Floor Map view and then click Reserve in the Room Details message that opens If you are scheduling a video conference you might be required to specify a host Sta location If this option is available
36. ary also contains an Email Option for emailing the summary to one or more recipients Add booking to personal Adds the reservation and all its bookings to your personal calendar calendar Booking Tools Provides options for editing multiple bookings date and time for the reservation Edit Additional Provides the option for modifying your answers to any questions or Information modifying any comments for the reservation Additional Information tab Figure 3 20 Reservation Summary page Additional Information tab Event Management Systems Schedule Clarity Q Browse a Reservations amp My Account 9 Admin Help Welcome Tammy Van Boening Reservation Details Additional Information Attachments Back to My Requests Would you like someone from Meeting Services to assist you with this meeting event No AII Historical Bookings ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP 7 23 2012 6 00 PM 11 00 PM 2012 TDF Time Trial Live Watch Denver none El 4 no Mon MT Stage 02 West Pesant 50 Powered by SH The Additional Information tab is displayed only if you had the option to answer questions or were required to answer questions when making the reservation request and or you had the option of entering comments for the reservation The tab is a view only tab and it displays the questions and your answers if any to these questions as well as any comments that you entered for the reservation T
37. c com Attendance 0 Other Information FElUnA po Have you used these facilities before no preference Check Availability Multimedia amp Equipment none AV Items fe I have read and agree to the terms and conditions View Submit Reservation E Powered by You enter the information to search for available rooms in the When and Where pane You view the results of the search on the Availability tab and from this information you can determine if the room that you want is available or if you must request another room You enter information for the event on the Details tab 44 Chapter 3 Reservations Menu To submit a request for space an online request for a room 1 Under Reservations click a reservation option The Room Request page opens a Because VEMS is so highly configurable the options that are outlined in the remainder of this procedure might or might not be present In addition certain labels might have been renamed in your implementation of VEMS For example group might have been relabeled to client employee or department event might have relabeled Meeting and so on Required fields are marked with ared asterisk 2 Inthe When and Where left pane of the page do the following to search for a room or rooms in which the event is to take place Depending on how your EMS administrator has configured your organization s Room Request tem
38. cation Details popup Depending upon how your EMS administrator has configured your EMS application the popup can show varying information about the event location including the event building details name description and or notes any images that have been associated with the building detailed information for the event room description room type setup type features floor map and availability and any images that have been associated with the room Figure 2 8 Location Details popup Virtual EMS Location Details x Buicino deta Details Building Code DEN Description Denver Notes DEN Building Room Details Setup Types Features Floor Map Additional Information Availability Room Code 02 East Description 02 East Room Type Video Conference Floor 11th Floor Size 1000 Phone x2101 Setup Hours 0 50 Teardown Hours 0 50 Notes Board Room 3 bg 19 Chapter 2 Browse Menu Browsing for Space The Browse for Space page is a read only page that displays all the rooms in your organization in which you can schedule an event along with the availability information for each room based on the current day s date in a grid view To open the Browse Space page under Browse click Browse for Space Figure 2 9 Browse for Space page Q Browse ma Reservations My Account 9 Admin Welcome Tammy Van Boening 12 Hours Filter Wednesday December 08 2010 Mountain Time Room Cap 7 as 10 11 12PM 1 a ae o
39. dg ELE 6 Corporate Center East ET 9 10 11 12 PM 1 2 3 4 5 6 7 8 Meeting Room 301 12 Meeting Room 302 16 Video Conference Room 310 10 Corporate Center West MT 7 8 9 10 li 12 PM 1 2 3 4 5 6 Small Conference Room 10 Video Conference Room 201 10 Video Conference Room 202 o Corporate Headquarters MT 7 8 9 10 11 12 PM 1 2 3 4 5 6 Board Room 18 Executive Lounge 50 Meeting Room 1 14 Meeting Room 2 12 Corporate Training Center MT 7 8 9 10 11 12PM 1 2 3 4 5 6 101 20 102 20 103 30 104 30 Auditorium 100 Auditorium A 60 Auditorium B 60 You can do the following on the Browse for Space page e Place your cursor over an event entry to open the Event Details popup which displays information for the event Figure 2 10 Event Details popup Q Browse Reservations O My Account LY Admin Welcome Tammy Van Boening Browse Wednesday December 08 2010 Mountain Time 12 Hours Filter Room capi 7 cH Cs Te ds asl a 2 3 4 5 6 Corporate Center East ET 9 10 11 12 PM E 2 3 4 5 6 7 8 Meeting Room 301 12 Meeting Room 302 16 Video Conference Room 310 10 Corporate Center West MT t 8 9 10 11 12 PM 1 2 3 4 5 6 Small Conference Room 10 Video Conference Room 201 10 Video Conference Room 202 o Corporate Headquarters MT 7 8 9 10 11 12 PM 1 2 3 4 5 6 Board Room 18 Executive Lounge 50 Meeting Room 1 14 Meeting Room 2 12 Corporate Training Center MT 7 8 3 Event Type Meeting 5 6 101 20 Setup Type Conference
40. displayed on the Existing Services tab 60 Chapter 3 Reservations Menu To edit and or cancel services for a booking After you click the Add Edit Services icon gy next to a booking the Booking Details tab opens This tab displays not only summary information for the booking event name event date location and so on but also the services that are available for adding to the booking Available Services tab and the services that have already been added to the booking Existing Services tab Figure 3 25 Booking Details tab Booking petit Details Back To Reservation Summary Meeting Name Meeting Group Evans Dean Date Tuesday July 03 2012 Setup Type none 10 Location Denver 02 West Status Request Meeting Time 8 00 AM 10 00 AM MT Meeting Type Meeting Internal Cost Center Number 22 2222 Available Services existing Services Services Catering Denver VC Catering 7 30 AM 8 00 AM Buffet Service for 10 Multimedia amp Equipment Setup Notes ACTIONS QTY ITEM PRICE NOTES SPECIAL INSTRUCTIONS Visitors MA x 10 The Traditional 8 99 Assorted Danish muffins Continental fresh fruit orange juice amp coffee Powered by MENS You have the following options for editing and or canceling deleting the services for a booking To add a new item to a service click the New Item icon gy for the service To edit the service for example the start and stop times for a Catering service click the Edit icon for th
41. e Quick Search E Show Cancelled ID NAME GROUP FIRST LAST STATUS LOCATION HAS BOOKING BOOKING SERVICES 21264 Meeting BTE 3 20 2012 Tue 3 29 2012 Thu Confirmed New York Collaboration yes Facilities Room 1 21262 Meeting pang 6 25 2012 Mon 6 25 2012 Mon Request Denver 02 West Yes 21260 Meeting ae 7 3 2012 Tue 7 31 2012 Tue Request Denver 02 West Yes 2012 TDF Time Trial Live Evans 21263 Watch Stage Fer 7 23 2012 Mon 7 23 2012 Mon Request Denver 02 West Yes powered by MES You can carry out the following actions from the Requests page To view the list of requests in a Calendar view open the Calendar tab To search for a reservation enter a reservation ID in the Reservation ID field and or a search string in the Event Name field and then click Quick Search Your search is limited to the exact order of the characters in the string but the string is not case sensitive and it can appear anywhere in the search results For example a search string of ed returns the College of Education Seminar Ed Smith fundraiser Health Center Education Training and so on To view all requests that have a date older than the current day s date open the Historical tab To open a selected reservation for viewing and or editing on the Reservation Summary page click the name of the reservation See The Reservation Summary Page on page 33 Chapter 3 Reservations Menu The Reservation Summary Page After you submit any type of rese
42. e service To cancel delete the service which deletes all items in the service click the Cancel Service Order icon gq for the service To edit a single item for a service for example the quantity and or special instructions for an item click the Edit Item icon next to the item To cancel delete a single item for a service click the Cancel Item icon gy next to the item 61 Chapter 3 Reservations Menu 62 Chapter 4 My Acct Menu The My Account menu provides options for editing your user profile and for specifying delegates which are web users who can assume your identity in VEMS and carry out actions in VEMS on your behalf It also contains options for options for customizing some default values Start Time End Time and so on for the different types of room requests and for creating a list of favorite rooms to search for availability This chapter covers the following topics Creating a User Account on page 65 Modifying your User Account on page 67 Creating Delegate Accounts on page 69 Setting Default Values for Room Requests on page 70 Creating a List of Favorite Rooms on page 72 63 Chapter 4 My Acct Menu 64 Chapter 4 My Acct Menu Creating a User Account The VEMS Default page is the page that you first have access to before you log into VEMS or before you request to create a user account To create a user account 1 On the VEMS Default page under my Acc
43. ed information for the event room description room type setup type features floor map and availability and any images that have been associated with the room Figure 3 13 Location Details popup Eo ing Details Building Code DEN Description Denver Notes DEN Building m Room Details Setup Types Features Floor Map Additional Information Availability Room Code 02 East Description 02 East Room Type Video Conference Floor 11th Floor Size 1000 Phone x2101 Setup Hours 0 50 Teardown Hours 0 50 Notes Board Room 3 Se 6 Open the Details tab Figure 3 14 Room Request Form page Details tab Q Browse Reservations O My Account 07 Admin 9 Help Welcome Tammy Van Boening Training Center Request Form Details Availability When and Where Meeting Details Date i a ji T Fl 3 22 2012 Thu 33 Recurrence Meeting Name Meeting Type Training Training x Start Time End Time Group Details Time zone Group Central Time x Areas 1st Contact all x Tammy Van Boening Facilities Phone Fax no preference z x4321 Setup Information Email info spectrumwritingllc com Attendance o Other Information Setup Type Have you used these facilities before no preference Check Availability Multimedia amp Equipment E none E AV Items TI have read and agree to the terms and conditions View Submit Reservation Powered by 0
44. ed returns Ed Smith Ted Wilson and so on Ta Click a distribution group name to explode the group into its individual members 8 Click the Add icon gy next to each attendee whom you are inviting to the meeting 39 Chapter 3 Reservations Menu 9 Click Find Space A combination of the invited attendees free busy schedule as pulled directly from the attendees email system and room information that meets the room search criteria is displayed Figure 3 8 Room Request page Grid view of search results Event Management Systems Schedule Clarity Q Browse a Reservations amp My Account 9 Admin Welcome Ed Nowak Book a Meeting Room Details Selected Locations No rooms currently selected Wednesday December 15 2010 Mountain Standard Time 16 Hours Attendees 7 8 9 40 a2 2R 4 2 3 4 5 6 7 8 9 20 EI Attore i _ Ea nor i Mike Wimett When and Where Add to Calendar Send Invitations Date 12 15 2010 Wed 5 Recurrence Start Time __ End Time _ 8 00 AM P 10 00am P Time zone Mountain Time X Areas all aa Facilities Denver JQ Sean Nelson List Grid Floor Map Wednesday December 15 2010 Mountain Time Room Cop 7 8 9 10 42 2m 1 253 48 e 7 8 9 40 Setup Information Attendance 5 Denver MT 02 West 16 02 East 10 Setup Type no preference Find Attendee se q Availability Filters
45. facilities browsing for space and for locating groups In VEMS the Browse menu also contains an option for checking in individuals checking out individuals to from a building This chapter covers the following topics Browsing for Events on page 15 Browsing for Facilities on page 18 Browsing for Space on page 20 Locating a Group on page 22 Checking In Yourself Checking Out Yourself from a Building EMS Workplace on page 24 13 Chapter 2 Browse Menu 14 Chapter 2 Browse Menu Browsing for Events The Browse Events page in VEMS displays your organization s EMS events in a daily weekly or monthly view To open the Browse Events page under Browse click Browse Events Figure 2 1 Browse Events page Monthly Calendar view Event Management tsscase ce Virtual EMS Q Browse ps Reservations My Account Of Admin Welcome Tammy Van Boening Daily List Weekly List Monthly List Weekly Calendar Monthly Calendar Today This Week This Month n x lt gt August 2010 Fitter SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 1 2 3 4 5 6 z 8 9 10 11 12 13 14 8 00 AM 9 00 AM 2 30 PM 3 00 PM MT MT BP Event Bryan s Mobile U MU 100 Event Part 2 MU MU 120 15 16 17 18 19 20 DE 9 00 AM 10 00 11 00 AM 2 00 AM MT PM MT ryan s Special MSN Event Meeting CCW Small Conf MU MU 110 22 23 24 25 26 27 28 29 30 31 1 2 3 4 Powered by AO You can do the following on
46. heck Out icon lt for an event to check the group out of the event building 23 Chapter 2 Browse Menu Checking In Yourself Checking Out Yourself from a Building EMS Workplace The Check In Check Out page or Locate page displays a list of all your bookings for the current day s date and it also indicates your check in status are you not yet checked into a specific building for an event are you currently checked into a building or have you checked out from a building You can use the options that are available on this page to check yourself into or out of a selected building In addition if your organization has purchased and installed the optional Floor Plan Module then a Floor Plan icon might be displayed for a building You can click this icon to open a floor plan for the selected building and view the location of the event s room on the plan To open the Check In Check Out page under Browse click Check In Check Out The Check In Check Out option is available on the Browse menu only if your Sha organization has purchased and installed EMS Workplace Figure 2 16 Check In Check Out page Event Management sesamo o Virtual EMS Q Browse _ Reservations GO My Account OY Admin Welcome Tammy Van Boening n Tammy Van Boening is currently checked in into Corporate Headquarters Events for Tammy Van Boening TIME TITLE LOCATION VIEW ON MAP CHECK IN CHECK OUT 9 00 AM 10 00 AM MT Meeting HQ MR1 R 3 00 PM 5
47. icts are marked with a Warning icon and highlighted in red See Figure 3 24 below Figure 3 24 Resource conflict indicated ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP Tu 3 00 AM 0 Meeting Denver 02 West qui E 2 7 10 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request E a 7 17 2012 Tue 8 00 AM 10 00 AM MT Meeting Denver 02 West Request none 10 59 Chapter 3 Reservations Menu 3 For each attendee visitor that you are adding to the booking enter the necessary information and then click Save a Required fields are marked with a red asterisk You remain on the Attendees Visitor page 4 After you addall necessary attendees visitors do one of the following e Ifthe reservation for which you edited the booking has but this single booking then click Back to Reservation Summary page e Ifthe reservation for which you edited the booking has multiple bookings then do one of the following e To add the booking detail to just this selected booking click Back to Reservation Summary page e To add the booking detail to one or more of the other bookings in the reservation click Add to Additional Bookings You return to the Booking Details tab Select the appropriate bookings to select all the remaining bookings in a single step select the blank checkbox in front of the Date column heading and then click Save You remain on the Booking Details tab The newly added booking detail is
48. ifferent fields displayed or you might not see some of these fields displayed at all It might be possible to specify the default values for some of these options See y Setting Default Values for Room Requests on page 70 2 Inthe When and Where left pane of the page enter your date and time criteria 3 In the Setup Information section enter your attendance 4 On the Buildings dropdown list select the building and then in the Location field enter the location room in the building for which you are requesting services 5 Click Get Services The Details tab opens Figure 3 16 Services Only Request page Details tab Event Management Systems Schedule Clarity Q Browse fT Reservations 40 My Account OY admin Help Welcome Temmy Van Boening Services Only Request Service Availability Details When and Where Meeting Details Dates Meeting Name Meeting Type 3 21 2012 Wed 83 Recurrence Start Time End Time 8 00 AM mom COTAS Group Setup Information llEvans Daan zJ Attendance ist Contact Montoya Julie za Building i Chicago l Email Location julie montoya deax com uie 2nd Contact none JQ Phone Fax Email Attachments Attach File Start Time _ __ End Time Service Type Estimated Count Delivery Service gt Breakfast Hot Breakfast From the Bakery amp Beverage Center of the Pla
49. ion of the manual 8 overview Reservations menu 29 PAM see Plan A Meeting module 79 VEMS User s Manual password changing 67 personal calendar adding a reservation request Plan A Meeting module booking rooms with 36 defined race ia 36 question see additional information R Reservation Details tab on the Reservation Summary page 54 reservation request adding an attachment to 56 adding to your personal calendar orarie 54 canceling all bookings for in a single step on the Reservation Summary tab 54 canceling all bookings for on the Current tab 57 canceling all services for on the Reservation Details tab 54 canceling selected bookings for on the Current tab 57 canceling selected bookings for on the Reservation Summary tab 54 deleting an attachment from 56 editing iiini ireen 54 modifying additional information 80 viewing the additional information viewing the attachments for 56 viewing the service availability Reservation Summary page Additional Information tab 55 Attachments tab 56 overview OF 53 Reservation Details tab 54 Reservations menu overview of
50. itional tabs in the top pane of the page the Additional Information tab and the Attachments tab The Reservation Summary page also has three tabs in the bottom pane All Current and Historical of the page See e Reservation Details tab on page 54 e Additional Information tab on page 55 e Attachments tab on page 56 e Current tab on page 57 53 Chapter 3 Reservations Menu Reservation Details tab Figure 3 19 Reservation Summary page Reservation Details tab Event Management Systems Schedule Clartty Q Browse a Reservations O My Account OY Admin 9 Help Welcome Tammy Van Boening Reservation Details Additional Information Attachments Back ta My Regate Reservation Id 21263 Group Name Evans Dean Edit Reservation Meeting Name 2012 TDF Time Trial Live Watch 1st Contact Name none Add Booking A Stage Phone Cancel Services Meeting Type Meeting Internal 2nd Contact Name I ki Cost Center Number 22 2222 Phone Sones eae Cancel All Bookings Service Availability View Reservation Summary Add booking to personal calendar Booking Tools Edit Additional Information Department Code All Historical ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP 7 23 2012 6 00 PM 11 00 PM 2012 TDF Time Trial Live Watch Denver none E 4 BP son Stage 02 West Request so Powered by SISI The Reservation Details tab displays detailed summary information the Reservation ID the Event Name
51. ls popup Depending upon how your EMS administrator has configured your EMS application the popup can show varying information about the event location including the event building details name description and or notes any images that have been associated with the building detailed information for the event room description room type setup type features floor map availability any user defined fields configured for the room and any images that have been associated with the room Figure 2 4 Location Details popup Virtual EMS Location Details x Buicino deta Details Building Code DEN Description Denver Notes DEN Building Room Details Setup Types Features Floor Map Additional Information Availability Room Code 02 East Description 02 East Room Type Video Conference Floor 11th Floor Size 1000 Phone x2101 Setup Hours 0 50 Teardown Hours 0 50 Notes Board Room 3 e Click Filter to open a Filters popup and specify the information that is to be displayed on the Browse Events page Figure 2 5 Filters popup Filters Date 12 8 2010 Wec 25 Facilities all Room all Event Type all Event Name Hew Group Name Group Type alll lo Apply Save Reset If you select Save and then click Apply your filter settings are remembered the Sha next time that you open the Browse Events page 17 Chapter 2 Browse Menu Browsing for Facilities The Browse
52. n fy next to it and then continue to To add services for a booking on page 58 e To edit and or cancel delete services attendees visitors setup notes resources with service orders and or resources without service orders for a booking click the Add Edit Services icon next to it and then continue To edit and or cancel services for a booking on page 61 e To view services for a booking click the View Services icon next to it 57 Chapter 3 Reservations Menu 58 To edit a booking After you click the Edit Booking icon 4 next to the booking that you are editing a Request page opens The Request page that opens depends upon the type of booking that you are editing a booking for reserving a room a booking for requesting a room or a booking for services only 1 Editthe information for the booking as needed Ta Required fields are marked with a red asterisk 2 Atthe bottom of the Request page click Update Booking A message opens indicating that the booking was successfully updated 3 Click OK The message closes You return to the Reservation Summary page with the new or modified information for the booking displayed To add services for a booking After you click the Add Edit Services icon gy next to a booking the Booking Details tab opens This tab displays not only summary information for the booking event name event date location and so on but also the services that are av
53. n your Favorites list Now when you select any type of room request process for which you can book a room the name of your Favorites list is automatically displayed in the Facilities field for the request If you leave the Facilities field set to this value then all the rooms that are contained in this Favorites list are automatically searched for availability after you click Find Space 73 Chapter 4 My Acct Menu 74 Chapter 5 Mobile VEMS VEMS is available both in a desktop client version and in a mobile version If you access VEMS from a mobile device you are redirected to the mobile version of VEMS This chapter covers the following topics e Working with the Mobile Version of VEMS on page 77 75 Chapter 5 Mobile VEMS 76 Chapter 5 Mobile VEMS Working with the Mobile Version of VEMS If you access VEMS from a mobile device you are redirected to the VEMS mobile version Figure 5 1 VEMS mobile version Home page lt 3 http 50 57 6527 P X vinuatems iY x Snagit ui Virtual EMS GA My Bookings New Booking Locate Group Browse Facilities a Ey a Table 5 1 Icons on the Mobile VEMS Home page Icon Description a Click the Home icon at any time to return to the Mobile VEMS Home page dI i Click the My Bookings icon to open a page on which you can view all the bookings that you have made in VE
54. o modify the answers to any questions that are displayed on this tab you must open the Reservation Details tab and then click the Edit Additional Information link See Reservation Details tab on page 54 55 Chapter 3 Reservations Menu Attachments tab Figure 3 21 Reservation Summary page Attachments tab Event Management Systems Schedule Clarity Q Browse prata Reservations amp My Account LY Admin Help Welcome Tammy Van Boening Reservation Details Additional Information Attachments Back to My Requests Attachments FILE NAME DESCRIPTION FILE NAME NOTES E LocationDetails_popup png LocationDetails_popup png x Groups xls Groups xls Attach File All Current Historical Bookings ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP 5 7 23 2012 6 00 PM 11 00 PM 2012 TDF Time Trial Live Watch Denver none E no Mon MT Stage 02 West Request iso The Attachments tab is displayed if you had the option of attaching files to the room reservation request This tab displays the following information for each attachment the attachment description the attachment file name and any notes that were entered for the attachment You can do the following on this tab e To delete an attachment from a reservation or request click the Delete icon E next to it e To attach another file to the reservation or request click Attach File A dialog box opens in which you can browse to and select the attachment Allowed att
55. ount click Create An Account The Create An Account page opens Figure 4 1 Create An Account page My Accoun t Welcome Guest Time zone no preference x Password Confirm Password Notes I do NOT want to receive automatic emails Type the code shown Show another code Save Powered by Zu 65 Chapter 4 My Acct Menu 66 2 Enter the information for your user account e Required fields are marked with a red asterisk The option to opt out of receiving automatic emails from VEMS refers to emails such as event reminders the reservation summary that is emailed when you submit your reservation and view or modify miscellaneous notes for the account e The code that you are prompted to enter is used to authenticate your request to create an account The code is case sensitive and therefore you must enter the code exactly as it is displayed If you cannot read the code that is displayed then you can always select Show another code e VEMS does not impose any rules on your account s password however you might have to adhere to your organization s standards for passwords Click Save Depending on how VEMS has been implemented at your organization one of two results is possible e Your account is immediately activated e Your account is placed in a pending status and must be approved by your EMS administrator before it can be activated Chapter 4 My Acct Menu
56. pe of services that were available to you You must specify the information for the appropriate services for the booking You do not have to specify information for a resource service if you do not want to request the service for the booking e You might be required to specify billing information You can manually enter the billing information or if a Search icon is present then you can search for the information e You might be required to read and agree to Terms and Conditions If so you can click View to review the Terms and Conditions before you accept them Click Submit Reservation The Reservation Summary page opens See The Reservation Summary Page on page 53 51 Chapter 3 Reservations Menu Viewing your Requests 52 The Reservations menu provides an option for all the requests for spaces and or services that you have ever made in VEMS You can select a specific request from this page for more detailed viewing and for editing if needed To open the Requests page under Reservations click View My Requests When the page first opens the Current tab is the active tab This page lists all your requests that have an event start date that is greater than or equal to the current day s date Figure 3 17 Requests page Current tab Event Management Systems Schedule Clarity Q Browse Reservations GO My Account OY Admin 9 Help Welcome Tammy Van Boening corer Historical Calendar Reservation Id Meeting Nam
57. plate you might see different fields or you might not see some of these fields displayed at all Enter your date and time criteria Select a time zone Multiple time zones are available only in EMS Enterprise Only a single time zone is available in EMS Professional On the Areas dropdown list leave the default value of all areas as is or select a specific area to search Areas are available only in EMS Enterprise Areas are not available in EMS Professional On the Facilities dropdown list select all buildings or select a specific building or view to search If the meeting is a recurring meeting then click Recurrence to open the Recurrence popup window and then enter the necessary information for the meeting 3 Inthe Setup Information section enter your attendance and setup type 45 Chapter 3 Reservations Menu 4 Click Check Availability Depending on how your EMS administrator has configured the web template two results are possible e A list of rooms that meet the search criteria and that are available for the indicated reservation time are displayed on the Available tab From this information you can determine if the room that you want for the meeting is available or if you must request another room e A message opens indicating that you have violated a booking rule such as the last allowed booking date Click OK to close the message and refine your search until a list of rooms that meet the sea
58. r EMS administrator has configured your EMS implementation when the Reservation Summary page opens after you submit a reservation request a Reservation Summary email might be automatically generated and sent to you 35 Chapter 3 Reservations Menu Submitting a Request for a Space Booking a Room with the Plan A Meeting Module The optional Plan a Meeting PAM module integrates VEMS application with your email system Microsoft Exchange or Lotus Notes If PAM is available then you can find available rooms and add attendees for a meeting Moreover invitations are automatically sent to the attendees when you submit the reservation in VEMS The Room Request page is organized into various sections to facilitate the reservation process a When and Where pane the left pane of the window and two tabs a Location tab and a Details tab Figure 3 6 Room Request page Location tab Event Managoment Systems Schedule Clarity Q Browse S Reservations My Account 9 Admin Book a Meeting Room No rooms currently select 7 j Add to Calendar Send Invitations Wednes day D Date 12 15 2010 Wed Recurrence Attendees z 9 10 a i E All Attendees Start Time __ End Time D Ed Nowak 8 00 AM P 10 00 am Time zone Eastern Time x Areas all aa Facilities all Setup Information List Grid Floor Map Attendance SELECT DISPLAY NAME s Mike
59. rch criteria and that are available for the indicated reservation time are displayed on the Available tab From this information you can determine if the room that you want for the meeting is available or if you must request another room Figure 3 12 Request Room Form page Availability tab Event Management Systems Schedule Clarity Q Browse Reservations O My Account 9 Admin Help Welcome Tammy Van Boening Training Center Request Form Details Aranan When and Where Availability Date Select Available Location Time zone Capacity Price 3 20 2012 Tue 33 Recurrence n Request Start Time End Time a n 1 1 Denver 02 120 MT 1 100 00 7 Da nem Hpbi ld a n 1 1 Denver 02 114 MT 1 Time zone 1 1 Denver 02 West MT 16 Mountain Time x 1 1 Denver 02 East MT 10 100 00 fees 1 1 Denver 02 113 MT 1 rn 1 1 Denver 02 110 MT 1 100 00 Denver j x 1 1 Chicago Team Training Room CF 60 02 TAEAE 1 1 Denver 02 112 MT 1 eZ ____NJ 1 1 Denver 02 111 MT 1 100 00 Submit Reservation Powered by 46 Chapter 3 Reservations Menu 5 Optionally click a Room Name to open the Location Details popup Depending upon how your EMS administrator has configured your EMS application the popup can show varying information about the event location including the event building details name description and or notes any images that have been associated with the building detail
60. rease the size of the bookmark frame and use the magnification box to increase the magnification of the document to your viewing preference If you do print the document using a single sided printer you might see a single Sa blank page at the end of some chapters This blank page has been added solely to ensure that the next chapter begins on an odd numbered page This blank page in no way indicates that your book is missing information Conventions used in the manual The VEMS User s Manual uses the following conventions e The VEMS menu options and page options fields dropdown lists toolbars links and available functions are highly configurable 4 available VEMS menu options and page options are described in detail or referenced in this User s manual Your EMS administrator configures your organization s implementation of VEMS to best suit your organization s business needs In addition some options are available only if you have a VEMS account Therefore the options that are discussed in this User s manual might be different than what you observe for your VEMS implementation Preface VEMS User s Manual Information that can vary in a command variable information is indicated by alphanumeric characters enclosed in angle brackets for example lt Location gt Do not type the angle brackets when you specify the variable information A new term or term that must be emphasized for clarity of procedures is italici
61. remaining dates is displayed at the bottom of the When and Where pane Use this option as needed to fulfill all the event dates and then continue to Step 7 Figure 3 4 Option to search for additional rooms Room Type all Floor alll X Features El pata Projector E Polycom 33 Chapter 3 Reservations Menu 7 Optionally do one or both of the following otherwise continue to Step 8 e Click the name of any room that you selected for the event to open the Location Details popup and then open the Availability tab on this popup to view the room s availability in either a Daily or Weekly view e Inthe Availability grid click and hold the left mouse button drag the mouse to schedule the room for another date and time on a selected day and then release the mouse button to select the room You can schedule only one day at a time on the Availability tab You cannot Sta multi select days As you drag the mouse the cursor changes to a double headed arrow and a blue vertical bar is displayed 8 Click the option that indicates you have read and agree to the Terms and Conditions for reserving the room and then click Continue The Details tab opens You use the options on this page to enter the event details Figure 3 5 Room Request page Details tab Even Management Systems Schedule ly CQ Browse A neservations E my Account OY Admin Help Cm Book a Meeting Room Location Ea When and
62. rganization 5 Room Request with PAM template you might see different fields displayed or you might not see some of these fields displayed at all Enter your date and time criteria Select a time zone Multiple time zones are available only in EMS Enterprise Only a single time zone is available in EMS Professional On the Areas dropdown list leave the default value of all areas as is or select a specific area to search Areas are available only in EMS Enterprise Areas are not available in EMS Professional On the Facilities dropdown list select all buildings or select a specific building or view to search If the meeting is a recurring meeting then click Recurrence to open the Recurrence popup window and then enter the necessary information for the meeting 3 Inthe Setup Information section enter your attendance and setup type 37 Chapter 3 Reservations Menu 4 The Availability Filters section provides options for filtering your room results by Room Type Floor and or Features You can click the arrow to expand collapse this section If needed enter additional filter criteria An option might be available to specify default values for one or more of these options in any section in this pane See Setting Default Values for Room Requests on page 70 5 Click Find Space A list of rooms that meet the search criteria and that are available for the indicated reservation time are displayed on
63. rvation request the Reservation Summary page opens The Reservation Summary page also opens after you select View My Requests on the Reservations menu and then select a specific reservation request for viewing In both cases the Reservation Details tab is the active tab The Reservation Details tab on the Reservation Summary page displays summary information for the selected reservation and all its bookings as well any services that were requested for the bookings Figure 3 18 Reservation Summary page Reservation Details tab Gs Schedule Clarity Q Browse 3 Reservations My Account LY Admin Help Welcome Tammy Van Boening Reservation Details Additional Information Attachments Haricia My Peguenta Reservation Id 21263 Group Name Evans Dean Edit Reservation Meeting Name 2012 TDF Time Trial Live Watch 1st Contact Name none Add Booking Stage Phone Cancel Services Meeting Type Meeting Internal 2nd Contact Name c Booki Cost Center Number 22 2222 Phone ee ene Cancel All Bookings Service Availability View Reservation Summary Add booking to personal calendar Booking Tools Edit Additional Information Department Code All Historical ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP 7 23 2012 6 00 PM 11 00 PM 2012 TDF Time Trial Live Watch Denver none E 2 P Mon MT Stage 02 West Request 50 covered by SEE In addition to the Reservation Details tab the Reservation Summary page might have up to two add
64. s Services Only Request Personalization Options Start Time End Time Display Results As List Grid Floor Map Meeting Name Meeting Type x Time zone Central Time M Areas ali x Facilities all z Setup Type no preference z Room Type all X Floor all Save Preferences Powered by Welcome Tammy Van Boening Chapter 4 My Acct Menu 3 Set the default values as needed for any and all of the displayed options and then click Save Now any time you select this room request process on the Reservations menu the default values that you enter here are automatically displayed when the Room Request page opens 71 Chapter 4 My Acct Menu Creating a List of Favorite Rooms The My Account menu contains options for creating a list of favorite rooms that can be searched for availability when you are creating a room request This list of favorites is displayed in the Facilities dropdown list on the Room Request page To create a list of favorite rooms 1 Under My Account click User Options The User Personalization page opens The Personalize tab is the active tab 2 Open the My Favorites tab Figure 4 6 User Personalization page My Favorites tab Steam Virtual EMS A Browse a Reservations 4 My Account A Admin Welcome Tammy Van Boening Personalize My Favorites Name My Favorites Save Locations in your favorites
65. site location Your EMS administrator configures all these request types behind the scenes and the type is not explicitly displayed on the Reservations menu Instead it is reflected in the tabs fields and functions that are available on the Room Request page which is the page that opens after you select one of these requests In addition the Reservations menu contains an option View My Requests for viewing all the requests for space and or services that you have submitted 29 Chapter 3 Reservations Menu Submitting a Request for a Space Booking a Room The Room Request page is organized into various sections to facilitate the reservation process a When and Where pane the left pane of the window and two tabs a Location tab and a Details tab Figure 3 1 Room Request page Location tab Q Browse prata Reservations O My Account OY Admin 9 Help Welcome Tammy Van Boening Book a Meeting Room Location Details When and Where Selected Locations No rooms currently selected Date 3 20 2012 Tue 333 Recurrence Start Time _ End Time 8 00 AM 10 00am H Grid Floor Map Areas all X Facilities New York x Time zone Eastern Time Setup Information Attendance o Setup Type Conference Availability Filters Room Type all X Floor all v Features E pata Projector Screen Polycom Find Space Powered by
66. te Salads Stack amp Wrapped Selections E Plated Affairs Party Trays E none E AV Items Billing Information Cost Center Number Department Code 22 2222 Q Q Powered by SEID Chapter 3 Reservations Menu Enter the information for the event When you are entering the event details note the following e Required fields are marked with a red asterisk At minimum you must enter the event name the event type and the group details e Some fields in the Group section might be automatically populated with your group department information You can modify this information If a Search icon is present then you can search for a group contact record for the event e Ifcontactsare available for a group you can specify which contact is to be the default contact for the group and you can inactivate any contact for the group e You might have the option of answering additional questions or you might be required to answer these questions when booking the room and or you might have the option of entering reservation level comments These questions and comments are displayed in an Other Information section e You might have the option of attaching files to the room request If so then an Attachments section is displayed on the Details tab The allowed file attachment formats are csv doc gif pdf txt xls xlsx and tif e One or more resource services sections will be displayed depending on the number and ty
67. the Browse Events page e Change the page view Option Description Daily List Events that are scheduled for the current day s date in a list view Weekly List Events that are scheduled for the current week weeks always begin on a Sunday in a list view Monthly List Events that are scheduled for the current month in a list view Weekly Calendar Events that are scheduled for the current week weeks always begin on a Sunday in a calendar view Monthly Calendar Events that are scheduled for the current month in a calendar view 15 Chapter 2 Browse Menu e Place your cursor over the event entry in a Calendar view or the event title in a list view to open the Event Details popup which displays information for the event Figure 2 2 Event Details popup Q Browse Reservations O My Account LY Admin Welcome Tammy Van Boening Browse 2010 Mountain Time 12 Hours Filter a Ro ee TA a E SI RE To ERGE DEE NE RE 4 a aa Corporate Center East ET 3 10 1 12 PM 7 8 Meeting Room 301 12 Meeting Room 302 16 Video Conference Room 310 10 Corporate Center West MT 7 8 9 10 11 12 PM 1 2 3 4 6 Small Conference Room 10 Video Conference Room 201 10 Video Conference Room 202 o Corporate Headquarters MT j 7 8 9 10 11 12 PM 1 2 3 4 5 6 Board Room 18 Executive Lounge 50 Meeting Room 1 14 Meeting Room 2 12 Corporate Training Center MT th 8 3 Event Type Meeting 5 6 101 20 Setup Type Conference 5
68. the Event Type and so on for the selected reservation and all its bookings as well any services that were requested for the bookings The following links are displayed on the Reservation Details tab Click a link to carry out the indicated action Link Description Edit Reservation Update event and or group details Manage Attendees Add or remove attendees Available only if using the optional Plan a Meeting PAM module Add Bookings Add a booking to the reservation See Submitting a Request for a Space Booking a Room on page 30 Cancel Services Cancel selected services for all bookings in the reservation Note You can also cancel selected services for one or more bookings in a reservation on the Current tab See Current tab on page 57 Cancel Bookings Cancel selected bookings for the reservation Note You can also cancel selected bookings on the Current tab See Current tab on page 57 Cancel All Bookings Cancel all bookings for the reservation Service Availability Opens a Service Availability message in which you can view the buildings for which the service is allowed as well as any booking rules for the service 54 Chapter 3 Reservations Menu Link Description View Reservation Provides a summary of the selected reservation all its bookings and Summary any resources services that were ordered Three views are available Detail Summary and Mobile Friendly The summ
69. the List sub tab in a list view on the Grid sub tab in a grid view and if available on a Floor Map view In the List view rooms that you can reserve are displayed under a Reserve heading Rooms that you can request are displayed under a Request heading A room that you can reserve is automatically booked for the event and no approval is required A room that you can request must be approved by an EMS reservation coordinator a An option might be available to create a list of favorite rooms from which to make a selection This list of favorites is displayed in the Facilities dropdown list on the Room Request page See Creating a List of Favorite Rooms on page 72 Figure 3 7 Room Request page List view of search results 38 Event Management Systems Schedule Clarity Welcome Tammy Van Boening Q Browse 3 Reservations My Account LY Admin Help Book a Meeting Room Location Details When and Where Selected Locations No rooms currently selected List Grid Floor Map Availability SELECT AVAILABLE LOCATION TIME ZONE CAPACITY PRICE Date 3 22 2012 Thu EE Start Time End Time 8 00 AM VY 10 00 AM Recurrence Areas all x Facilities Denver Li Time zone Mountain Time x Request 1 1 1 1 Denver 02 West MT 16 Denver 02 East MT 10 100 00 Setup Information Attendance 10 Setup Type no
70. up that is displayed on the page is you then you can use the functions that are available to check yourself into or out of a building for an event In addition if your organization has purchased and installed the optional Floor Plan Module then a Floor Plan icon 48 might be displayed for a building You can click this icon to open a floor plan for the selected building and view the location of the event s room on the plan To open the Locate Group page under Browse click Locate 22 Group Figure 2 12 Locate page _ Virtual EMS I Browse MMM Reservations JOR My Account PP Admin Welcome Tammy Van Boening Group Name T Locate You can do the following on the Locate page e To locate all groups that have events scheduled for the current day s date leave the Group Name field blank and then click Locate e To search for a specific group enter a search string in the Group Name field and then click Locate A list of all groups that meet your search criteria is displayed on the page a Your search is limited to the exact order of the characters in the string but the string is not case sensitive and it can appear anywhere in the search results For example a search string of Ed returns the College of Education Ed Nowak and SO ON Figure 2 13 Locate page with search results Group Name ed Groups matching your search GROUPS NAME GROUP TYPE CITY Academic College of Education Internal Denver
71. wse _ Reservations 0 My Account 9 Admin Chapter 3 Reservations Menu Welcome Ed Nowak Meeting Name Meeting Meeting Type Meeting Internal Employee Nowak Edward J ist Contact Nowak Edward J Phone Email ed dea com Calendaring Details Employee Details x X Show Time As Busy Reminder none Q Q Fax Dprivate amp Attach File X X Email Billing Information Cost Center Number 44 4444 Q 12 Enter the information for the event When you are entering the event details note the following Required fields are marked with a red asterisk At minimum you must enter the event details name and event type You specify the appointment information in the Calendaring Details section You can also click Attach Files to attach files to the meeting invitation Some fields in the Group section might be automatically populated with your group department information You can modify this information If a Search icon Q is present then you can search for a group contact record for the event If contacts are available for a group you can specify which contact is to be the default contact for the group and you can inactivate any contact for the group You might have the option of answering additional questions or you might
72. zed Page numbering is online friendly Pages are numbered from 1 to x starting with the cover and ending on the last page of the index Although numbering begins on the cover page this number is not visible on the cover page or front matter pages Page numbers are visible beginning with the first page of the table of contents This manual is intended for both print and online viewing e Ifinformation appears in blue it is a hyperlink Table of Contents and Index entries are also hyperlinks Click the hyperlink to advance to the referenced information Assumptions for the manual The VEMS User s Manual assumes that e You are familiar with web based applications and basic web functions and navigational elements Organization of the manual In addition to this Preface the VEMS User s Manual contains the following chapters and appendices e Chapter 1 Getting Started with VEMS on page 9 details the procedures for opening and logging into VEMS as well as logging off the VEMS Chapter 2 Browse Menu on page 13 details the options that are available on the Browse menu including browsing for events facilities and or space as well checking yourself and groups into and out of a building for an event Chapter 3 Reservations Menu on page 27 details the different types of room requests that can be available to you on the Reservations menu and how you complete a room or services request in VEMS

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