25Live Room Reservations

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25Live Room Reservations All room reservations will now go through 25Live. To access 25Live, you can either enter the following URL, https://25live.collegenet.

1 25Live Room Reservations All room reservations will now go through 25Live. To access 25Live, you can either enter the following URL, or choose the 25Live icon in CCNET. To reserve a room or check room availability, see below. Accessing 25Live & Logging In 1. Go to our homepage, 2. Scroll to the bottom and click CCNET. If necessary, log in. 3. Click the 25Live icon 4. This is the page you will see. You are not logged in until you click sign in.

To schedule an event/meeting, click either Create an Event or Event Wizard

2 5. Login in using your Employee ID# and Net ID Password (same login credentials as your campus computer). Accessing 25Live & Logging In 1. To schedule an event/meeting, click either Create an Event or Event Wizard tab 2. Enter the Event Name 6. Select the appropriate Event Type from the drop-down menu.

3 7. Enter the appropriate Primary Organization for this Event. If you don t see one that will work for your event, contact the Helpdesk. 8. Click Next 9. If you know how many will be attending, enter in the Expected Attendance box. If not, leave I Don t Know selected. An Event Description can be entered as well, but is not required.

4 10. Click Next 11. To set up a repeating event, go back and choose that option from the options on the instructions page. For a single day meeting, click No. 12. Enter the Date of the meeting and the Start and End time.

5 13. If you have any set up or break down for your meeting, use the options under Additional Time to indicate that. 14. Click Next.

6 15. Enter the room number for the room you are wanting to meet in and press enter. If it is available, it will have a green checkmark to the right of it. A red warning will appear to unavailable rooms. 16. Select the room. It will appear on the right-hand side under Selected Locations.

7 17. If you need a special set-up, and the room allows it, choose the layout from the Layout drop-down menu 18. If you have any special set up instructions, include them in the Setup Instructions box. (Not for all rooms mainly classrooms and some meeting rooms). 19. Click Next.

8 20. Resources are what are needed to help make you meeting/event happen. See the instructions landing page for a listing of resources we have available. IF YOU HAD SELECTED A DIFFERENT LAYOUT OR HAD SETUP INSTRUCTIONS IN THE LAST STEP, CHOOSE CUSTODIAL AS A RESOURCE. By choosing the resource, you are alerting them that you are needing assistance. Be sure to choose campus appropriate resources. To find the resource, enter the name and press enter.

9 21. If applicable, choose the campus appropriate resource. It will appear on the right-hand side under Selected Resources. You can repeat the setup instructions here as well if you d like. 22. If your meeting requires ITV, add that as a resource as well. Enter ITV in the search box and press enter. YOU WILL NEED TO SELECT BOTH CLARKSTON AND WALLA WALLA. Selecting both alerts both campuses that there is an ITV meeting.

10 23. They will appear on the right-hand side under Selected Resources, along with any other resource(s) you have selected. 24. Click Next. 25. If any attachments are needed, attach them here and click next. If not, click next to continue. 26. Beings you are logged in, it will have your information in the Scheduler and Requestor fields. Whomever is listed as the SCHEDULER will be the only one who can go in and make

11 any changes to the event after it has been scheduled. 27. If you are needing WWCC Culinary to cater, check the box below, be sure to include them as a resource as well with your contact number in the instructions. 28. Click, Next. 29. Add any additional comments if needed, and click next.

12 30. Check I agree. 31. Click, Save. 32. You will see the following once you are complete. 33. You should receive a confirmation once you have created the meeting. All classrooms will have to be approved. Most of the conference rooms auto accept.

13 Resources in 25Live Resources are the things that are needed to make your meeting happen. Below is a list of the resources we have available in 25Live and which campus they are available on. If there is a resource that you think we may have missed, please contact the helpdesk. Catering (Walla Walla) Custodial Support (Walla Walla & Clarkston) Facilities Support (Walla Walla & Clarkston) ITV (Walla Walla & Clarkston) Media Services (Walla Walla) Technology Services (Walla Walla & Clarkston) When selecting a resource, you have the option to include any instructions that would be helpful to whomever will be handling it. Be sure to leave contact information in case something isn t clear. You will want to be sure to select the campus appropriate resource. THE ONLY TIME YOU WILL SELECT BOTH CAMPUS RESOURCES, IS FOR ITV. YOU NEED TO SELECT BOTH TO NOTIFY BOTH CAMPUSES OF THE NEED OF ITV. Custodial NEEDS to be added as a resource if there is a layout change on a room or special room set-up. If not, they won t know to set-up your room as needed. Facilities NEEDS to be added as a resource if it is after hours, on the weekends (for heating/cooling), or if you are using an outdoor area. Media Services are for when you need your event/meeting recorded or photographed. Technology Services are for if you are needing any technical assistance during your event/meeting.

14 Scheduling ITV Events/Meetings 1. To schedule an event/meeting, click either Create an Event or Event Wizard tab 2. Enter the Event Name 3. Select the appropriate Event Type from the drop-down menu. 4. Enter the appropriate Primary Organization for this Event. If you don t see one that will work for your event, contact the Helpdesk. 5. Click Next

15 6. If you know how many will be attending, enter in the Expected Attendance box. If not, leave I Don t Know selected. An Event Description can be entered as well, but is not required. 7. Click Next

16 8. To set up a repeating event, go back and choose that option from the options on the instructions page. For a single day meeting, click No. 9. Enter the Date of the meeting and the Start and End time.

17 10. If you have any set up or break down for your meeting, use the options under Additional Time to indicate that. 11. Click Next.

18 12. Enter the room number for the room you are wanting to meet in and press enter. If it is available, it will have a green checkmark to the right of it. A red warning will appear to unavailable rooms. 13. Select the room. It will appear on the right-hand side under Selected Locations.

19 14. If you need a special set-up, and the room allows it, choose the layout from the Layout drop-down menu 15. If you have any special set up instructions, include them in the Setup Instructions box. (Not for all rooms mainly classrooms and some meeting rooms). 16. Click Next.

20 17. If your meeting requires ITV, add that as a resource as well. Enter ITV in the search box and press enter. YOU WILL NEED TO SELECT BOTH CLARKSTON AND WALLA WALLA. Selecting both alerts both campuses that there is an ITV meeting. 18. They will appear on the right-hand side under Selected Resources, along with any other resource(s) you have selected.

21 19. Click Next. 20. If any attachments are needed, attach them here and click next. If not, click next to continue. 21. Beings you are logged in, it will have your information in the Scheduler and Requestor fields. Whomever is listed as the SCHEDULER will be the only one who can go in and make any changes to the event after it has been scheduled.

22 22. If you are needing WWCC Culinary to cater, check the box below, be sure to include them as a resource as well with your contact number in the instructions. 23. Click, Next. 24. Add any additional comments if needed, and click next. 25. Check I agree.

23 26. Click, Save. 27. You will see the following once you are complete. 28. You should receive a confirmation once you have created the meeting.

24 Changing/cancelling a Reservation To cancel a reservation, do the following: 1. Go to 25Live. 2. Login in using your Employee ID# and Net ID Password (same login credentials as your campus computer).

25 3. Find Upcoming Events (middle of the page). Click on the events where you are the Scheduler 4. Click on the title of the event that you need to edit/cancel. 5. TO CANCEL: Under Event State, choose Cancelled.

Once the event has been cancelled, you should see the following 8.

26 6. A pop-up will appear letting you know that you will lose the room by cancelling and clicking Ok. 7. Once the event has been cancelled, you should see the following 8. TO EDIT: Choose Edit this Event. It will take you back to the Event Wizard. Go through and make the changes needed and click Save.

27 Checking Room Availability 1. Go to 25Live 2. Login in using your Employee ID# and Net ID Password (same login credentials as your campus computer). 3. Choose Locations tab

28 4. Enter the room number and press enter

29 5. Select the room you are looking for. Using either the Availability or Calendar tab, check the date and time you are needing for availability. 6. If the room is available and you would like to schedule it, click the Pencil icon to take you to the event wizard.

30 7. Enter the Event Name 8. Select the appropriate Event Type from the drop-down menu. 9. Enter the appropriate Primary Organization for this Event. If you don t see one that will work for your event, contact the Helpdesk. 10. Click Next

31 11. If you know how many will be attending, enter in the Expected Attendance box. If not, leave I Don t Know selected. An Event Description can be entered as well, but is not required. 12. Click Next

32 13. To set up a repeating event, go back and choose that option from the options on the instructions page. For a single day meeting, click No. 14. The Date and Start Time should already be entered from choosing it from the calendar. Enter the End Time.

33 15. If you have any set up or break down for your meeting, use the options under Additional Time to indicate that. 16. Click Next. 17. The room should already be selected from going by location. It will be on the right-hand side under Selected Locations.

34 18. If you need a special set-up, and the room allows it, choose the layout from the Layout drop-down menu 19. If you have any special set up instructions, include them in the Setup Instructions box. (Not for all rooms mainly classrooms and some meeting rooms). 20. Click Next.

21. Resources are what are needed to help make you meeting/event happen. See the instructions landing page for a listing of resources we have available.

35 21. Resources are what are needed to help make you meeting/event happen. See the instructions landing page for a listing of resources we have available. IF YOU HAD SELECTED A DIFFERENT LAYOUT OR HAD SETUP INSTRUCTIONS IN THE LAST STEP, CHOOSE CUSTODIAL AS A RESOURCE. By choosing the resource, you are alerting them that you are needing assistance. Be sure to choose campus appropriate resources. To find the resource, enter the name and press enter.

36 22. If applicable, choose the campus appropriate resource. It will appear on the right-hand side under Selected Resources. You can repeat the setup instructions here as well if you d like. 23. If your meeting requires ITV, add that as a resource as well. Enter ITV in the search box and press enter. YOU WILL NEED TO SELECT BOTH CLARKSTON AND WALLA WALLA. Selecting both alerts both campuses that there is an ITV meeting.

37 24. They will appear on the right-hand side under Selected Resources, along with any other resource(s) you have selected. 25. Click Next. 26. If any attachments are needed, attach them here and click next. If not, click next to continue. 27. Beings you are logged in, it will have your information in the Scheduler and Requestor fields. Whomever is listed as the SCHEDULER will be the only one who can go in and make

38 any changes to the event after it has been scheduled. 28. If you are needing WWCC Culinary to cater, check the box below, be sure to include them as a resource as well with your contact number in the instructions. 29. Click, Next. 30. Add any additional comments if needed, and click next.

39 31. Check I agree. 32. Click, Save. 33. You will see the following once you are complete. 34. You should receive a confirmation once you have created the meeting. All classrooms will have to be approved. Most of the conference rooms auto accept.

40 Recurring Meetings/Events To set up a recurring event/meeting in 25Live follow the steps below. 1. To schedule an event/meeting, click either Create an Event or Event Wizard tab 2. Enter the Event Name 3. Select the appropriate Event Type from the drop-down menu. 4. Enter the appropriate Primary Organization for this Event. If you don t see one that will work for your event, contact the Helpdesk. 5. Click Next

41 6. If you know how many will be attending, enter in the Expected Attendance box. If not, leave I Don t Know selected. An Event Description can be entered as well, but is not required. 7. Click Next

42 8. Choose Yes for repeating event 9. Enter the Date of the meeting and the Start and End time. Even though it is a repeating event, leave the start and end date the same.

43 10. If you have any set up or break down for your meeting, use the options under Additional Time to indicate that. 11. Choose the appropriate repeat type for your meeting. For meetings that meet on the 3 rd Tuesday (or whatever day of the week) of the month, we suggest using Ad Hoc Repeats, the others don t work well for those types of repeats. 12. Complete the repeating portion for your meeting.

44 13. Click Next. 14. Enter the room number for the room you are wanting to meet in and press enter. If it is available, it will have a green checkmark to the right of it. A red warning will appear to unavailable rooms.

45 15. Select the room. It will appear on the right-hand side under Selected Locations. 16. If you need a special set-up, and the room allows it, choose the layout from the Layout drop-down menu

46 17. If you have any special set up instructions, include them in the Setup Instructions box. (Not for all rooms mainly classrooms and some meeting rooms). 18. Click Next.

47 19. If your meeting requires ITV, add that as a resource as well. Enter ITV in the search box and press enter. YOU WILL NEED TO SELECT BOTH CLARKSTON AND WALLA WALLA. Selecting both alerts both campuses that there is an ITV meeting.

48 20. They will appear on the right-hand side under Selected Resources, along with any other resource(s) you have selected. Beings it is a reoccurring event, it will have a view and modify occurrences. For ITV you won t need to do anything, but for the other resources that need more information you will need to add it to each event.

21. To add the room set up information to the

49 21. To add the room set up information to the series, click View and Modify Occurrences under the custodial resource. A pop-up will appear. Click the pencil in the first box and type the set up instructions that you are needing. Click the blue arrow to the right and it will add it to the entire series.

50 22. Click Next. 23. If any attachments are needed, attach them here and click next. If not, click next to continue. 24. Beings you are logged in, it will have your information in the Scheduler and Requestor fields. Whomever is listed as the SCHEDULER will be the only one who can go in and make any changes to the event after it has been scheduled. 25. If you are needing WWCC Culinary to cater, check the box below, be sure to include them as a resource as well with your contact number in the instructions. Be sure to read the information on the right-hand side regarding catering, if you are needing it. If not, click No

51 Requirements. 26. Click, Next. 27. Add any additional comments if needed, and click next.

52 28. Check I agree. 29. Click, Save. 30. You will see the following once you are complete. 31. You should receive a confirmation once you have created the meeting. All classrooms will have to be approved. Most of the conference rooms auto accept.

53 Adding the Meeting to your Outlook Calendar 25Live and Outlook don t talk to each other, so in order for your event/meeting to appear there you have to manually add it. This is also how you will invite others to the meeting. 1. Go to 25Live. 2. Login in using your Employee ID# and Net ID Password (same login credentials as your campus computer).

54 3. Find Upcoming Events (middle of the page). Click on the events where you are the Scheduler 4. Select the event you are wanting to be added to your calendar. 5. Click More Actions and Subscribe to this Event.

55 6. A pop-up will appear. Choose ICAL. 7. A download will appear at the bottom of the browser. Click the arrow and choose Open. 8. A meeting request will pop-up.

56 9. Include all those who need to be included in the meeting and click Send Update.

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