Download How To Process and Confirm Department Space

EMS Web Client – Boston Campus
How to Process and Confirm Department Space
Tags/Key Words:
Boston Campus, EMS, Web Client, Desktop Client, department space, room scheduling, process space
request, confirm space
Overview
This process is in the TEST phase (at the Sackler School)
Room stewards – individuals responsible for scheduling space (e.g. conference room within a department
suite) – use the EMS Web Client to process space requests submitted via the Space & Resource
Reservation System (VEMS).
Dependencies
Virtual EMS Configuration
 Space & Resource Reservation System (VEMS)
o Web process template defining department space, booking rules, etc.
 Web users assigned to department template
Web Client Configuration
 Steward
o Security User account
o Security User Template
 Other Web Client Configuration
o Configuration>Facilities>Buildings
o Configuration>Facilities>Rooms>
 Essential settings:
 Notes
 Setup Types (include Academic As-Is if room is part of academic scheduling
inventory)
 Features
 User Defined Fields (if any apply to the room)
 Images (photos of room configurations – use naming convention)
o Configuration>Administration>Departments
o Configuration>Administration>Notification Rules
o Configuration>Other>Messages

When possible:
o Use a standard web process template (e.g. multiple departments use a single template for
booking rules and space)
o Create Role-based Security User accounts
Summary of Steps
1. Go to Web Client: Roomscheduling.tufts.edu/emswebclient/
2. Navigate to: Dashboard>Notification Rules
3. Highlight reservation to review and select “Go To”
4. Highlight reservation or booking to confirm, select Tools>Wizard>Change Booking Status Wizard
5. Select Status to change to: Change Status>Next>Finish
6. Select Confirmation>Set Up. Note: “confirmations” are based on confirmation status – i.e. the
confirmation message for a space request in a “pending” status is different than the message for a
space request in a “denied” status.
How to Process and Confirm Department Space
Scenario:
The Boston Campus Department of Neuroscience is the steward of conference space located within their
department in the Arnold Building (Arnold 109). A Space & Resource Rervation System aka VEMS user
with permission to use the Neuroscience Web Process Template submits a request to use Arnold 109 via
the Space & Resource Reservation System.
The Neuroscience room steward uses the EMS Web Client to process the space request.
Step 1.

Log into the EMS Web Client using utln/password:
Roomscheduling.tufts.edu/emswebclient/
Step 2.

Click on “Dashboard” --- if it’s blinking and/or red, a new request (or change) has been submitted
since the last login.
Step 3

The notification rule “Sackler- Neuro Spaces-Test” alerts web client user of changes or new
requests for Arnold 109. In the example below, there are 5 reservation requests:
o 2 prior requests were “cancelled” by the Space & Resource Reservation System
(VEMS) user
o 1 request has been “ confirmed”
o 2 requests have been submitted (status = tentative) but are not yet confirmed
Step 4

Highlight the reservation or booking to review. Select “Go To”
Step 5

Highlight the reservation or booking to confirm (in this case, the booking 4/1 @9:45am). Right
click and select: Tools>Wizards
Step 6
 Select: “Changing Booking Status Wizard”
Step 7
 Change the Status (in this example, from “Tentative” to “Confirmed”) and click Next.
Step 8

Verify the booking that is being confirmed (in this example, there is only one booking).
Click “Finish”
Step 9

Right click on the booking or select “Confirmation”
The SK-Neuro Confirmed “Message” auto populate the information that pertains to a
“confirmed” booking (different messages are created for each confirmation status, e.g.
pending, bumped, denied).
Step 10
 Select Email
 Select whether the sender should be from the “Department” or the “User”
 Preview the email and hit “Send”
 The request is now confirmed in the system (the space is booked on that day/time) and
the user has received a confirmation of the booking.
Document Log
03/19/2014
3/30/2014
4/10/2014
Freeman, Sharon, OIT
Freeman, Sharon, OIT
Freeman, Sharon, OIT
Notes
Created
Updated
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