RESERVING TEAM STUDY ROOMS IN BUSINESS

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Stephen Brown
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1 RESERVING TEAM STUDY ROOMS IN BUSINESS LOG INTO SCHEDULING SYSTEM University wide room scheduling system is 25Live. You may also hear it referred to as CollegeNET, which is the company name. (Just as Microsoft is the company that offers PowerPoint.) Note: The first time you log in, the system will create an account for you. It may take up to 24 hours for your permissions and security group to be applied which will allow you to reserve Team Study Rooms. 1

You should see the list below as your search results.

2 BEGIN BY STARRING YOUR ROOMS Click on the Locations Tab at the top of the page, then click Search for Locations Type MBA Team Study into the Keyword search box, then click GO. You should see the list below as your search results. To the left of each location you will see a white star. Click on each star to turn it yellow and make it one of your starred or favorite locations. 2

Click on Save Search and the pop up shown below will appear.

Then type Team Rooms into the text box beside Search Name.

3 Click on Save Search and the pop up shown below will appear. In the pop up box, click the radio button beside Search Criteria. Then type Team Rooms into the text box beside Search Name. Leave box checked beside Add this to your Starred Searches Click Save Search. TO VIEW TEAM ROOM SCHEDULE Click on Home tab at the top of the page. Then click on the Availability tab on the right side of the screen. 3

From the drop down list select your newly saved search Team

The schedule below will appear, defaulting to today s date.

and choosing from the calendar that appears.

click on the room and time you want to reserve and the Event

4 From the drop down list select your newly saved search Team Rooms. The schedule below will appear, defaulting to today s date. Select a new date by using the arrows, or clicking on the date and choosing from the calendar that appears. TO RESERVE A ROOM From the Home Page Availability calendar, click on the room and time you want to reserve and the Event Wizard will open, pre populated with the date/time/room you have selected. Or, Click the Event Wizard tab at the top of the page to open a blank Event Request. 4

click the star beside them and they will appear at the top of your list for future requests.

5 Enter a name for your meeting. NOTE: Once you have selected Meeting as the Event Type and UP Program Smeal PGP Student as the Sponsoring Organization, you can click the star beside them and they will appear at the top of your list for future requests. Select an Event Type from the drop down. You should always select Meeting. Select a Sponsoring Organization. Type PGP into the text box to select the appropriate organization, UP Program Smeal PGP Student Click Next. Enter the expected number of attendees. Click Next. 5

Does your event repeat? If you are scheduling a one time meeting, click No.

If your event happens on multiple dates, but will be scheduled at different times on each date, you will need to enter a separate request for each.

In this example we have selected Yes, for a repeating meeting.

6 Does your event repeat? If you are scheduling a one time meeting, click No. If you want to book a recurring meeting (as long as the start and end time of each instance will be the same) you would click Yes. If your event happens on multiple dates, but will be scheduled at different times on each date, you will need to enter a separate request for each. By clicking No or Yes, you will automatically advance to the next page. These should always be left at No. In this example we have selected Yes, for a repeating meeting. If you clicked on the time and room you wanted from your home page, this information will be pre populated. Either enter the date and times, or verify that the pre populated information is correct here. Then, Click Next Next you will select the repeating pattern. In this example we want to book a meeting every Tuesday morning for 3 weeks. Click on Weekly Repeats 6

Your Starred locations will appear at the top of the list. You can also search by name, etc.

7 You can select either an end date for your repeating event, or indicate the number of iterations or weeks you want the meeting to repeat. Based on what you choose, the Occurrence list will automatically populate below. Then, Click Next Next we will select a location. Your Starred locations will appear at the top of the list. You can also search by name, etc. NOTE: If you clicked on a date/time/locatio n on the home page availability calendar, the location will already be selected. Selected locations appear to the lower right of the page, often off screen. To verify you have selected a location, be sure to scroll down. Click the red X to remove a selected location you no longer want. = Not Available = Available 7

Click Next, or the right arrow to advance on the next two pages.

Page and click the right arrow, or Next to advance.

We are working on developing more streamlined ways for groups to reserve

8 Click Next, or the right arrow to advance on the next two pages. Resources are not available to be reserved with Team Study Rooms and Attachments are not required. Click No on the three required questions on the Additional Event Information Page and click the right arrow, or Next to advance. (Currently this wizard is being used for all spaces at all Campuses. We are working on developing more streamlined ways for groups to reserve meeting spaces that will eliminate the need for so many steps.) Click Next on the Contacts page as this information should already be completed for you and there is no need to make changes. 8

Select Campus University Park from the Categories List.

(You should not see as many categories as you see in the sample image.

Your default event state should be Tentative.

9 Select Campus University Park from the Categories List. Then, Click Next or the Right Arrow to advance. (You should not see as many categories as you see in the sample image.) No comments are necessary. Click Next, or the Right Arrow to advance. Your default event state should be Tentative. Click Save and your reservation will be complete. You will receive an confirming your request. (You will not see as many options for event state as are depicted here.) 9

confirmation you received Either of the above will open the Event Wizard for your event.

10 To modify or cancel an event. You can locate the event in the Home Availability Calendar and right click on it and select Edit Event Or, click on the link in the confirmation you received Either of the above will open the Event Wizard for your event. From there you can make changes to the date, or times. You can cancel an instance of an event or the entire event. Note, the summary on the left side of the screen is clickable and serves as a short cut to the specific pages of the wizard. When you are finished making changes, click Save. 10

Room Searches and Room Requests

Room Searches and Room Requests This document contains basic information about using 25Live from an academic perspective for reserving rooms. Only use this program for reserving spaces used for academic purposes. All other rooms on campus