Workflow Review Mobile Version 3

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Della Morton
5 years ago
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1 OVERVIEW AND OBJECTIVES We ll review Page Workflow... 2 Review Mobile Version 3 Review Desktop Version 4 Your Upcoming Events... 5 Favorites - Organizations and Locations... 6 Search by Location... 7 Specific Category... 8 Organization... 9 Copy Requests Editing Tentative Events Event Types and Find Me a Space Event Repeats and View and Modify Occurrences Editing Repeat Occurrences Noteworthy P a g e

2 WORKFLOW IN 25LIVE Room assignments in 25Live. No Messages Real Time/Less Time Less Hands Requestor Requestor enters classroom/room request into 25Live, populating the required information. Requestor can view availabilities to make a better location choice. Location Approver Location Approver reviews/approves (or denies) request. May ask for more information from you. Location Approver assigns the classroom/room or assigns another more appropriate room. ECS ECS is notified of all room assignments except those for Campus Recreation Sports (Burdick Field & Gyms) and those rooms within the Center for the Arts and Stephens Hall Theatre. Currently ECS is sending confirmations. At any time, requestor may sign into 25Live to check the status of his/her request(s). 2 P a g e

3 MOBILE VERSION Simple Mobile 3 P a g e

DESKTOP VERSION https://25live.collegenet.

4 DESKTOP VERSION More Features ❶ Additional Tabs at the top to include Organizations and Reports ❷ Additional Tabs to the right on the Home Screen ❸ Ability to View Your Upcoming Events ❹ Availability of your Favorite Locations 4 P a g e

DESKTOP VERSION - YOUR UPCOMING EVENTS https://25live.collegenet.

5 DESKTOP VERSION - YOUR UPCOMING EVENTS View your upcoming requests and events Click on [#] Events in which you are the Requestor Results will look like the following: 5 P a g e

FAVORITES HELP TO KEEP IT SIMPLE AND QUICK Favorites or Starred Quickly identifies events, locations, organization names Easy to search by Favorites appear in the Mobile version

Here s how to Star your Locations: Click on the Locations Tab. Click on the Pre-Defined Location Searches. Click on Public Searches. Choose a search. Click Run.

6 FAVORITES HELP TO KEEP IT SIMPLE AND QUICK Favorites or Starred Quickly identifies events, locations, organization names Easy to search by Favorites appear in the Mobile version Here s how to Star your Organization: Click on the Organizations Tab. Search for your organization(s). Click GO. Click the List Tab. Click Load List. Here s how to Star your Locations: Click on the Locations Tab. Click on the Pre-Defined Location Searches. Click on Public Searches. Choose a search. Click Run. Click the star next to the Location Name. You may also search for individual rooms by clicking on the Search for Locations tab and typing the two letter building code and four digit room code in the Search by Keyword. 6 P a g e

SEARCH BY LOCATION CATEGORIES - ORGANIZATIONS Quick steps at a glance Check room availability Compare for other, similar events Search for a category or room type At a

7 SEARCH BY LOCATION CATEGORIES - ORGANIZATIONS Quick steps at a glance Check room availability Compare for other, similar events Search for a category or room type At a glance Location searches Click the Home Tab (upper left). Click the Availability Tab (middle right). Click the drop-down, Your Starred Locations. Navigate the date. 7 P a g e

Select from a specific Building, Computer Labs, Schedulable, click Run, click Availability Tab. Navigate by date. Impt!

8 SEARCH BY LOCATION CATEGORIES - ORGANIZATIONS Quick steps at a glance Check room availability Compare for other, similar events Search for a category or room type Search by Categories Click the Locations Tab. Click the Pre-Defined Location Searches Tab. Select Categories. Select from a specific Building, Computer Labs, Schedulable, click Run, click Availability Tab. Navigate by date. Impt! This same search can be performed while in the Event Wizard (Desktop Version only). Example to the right Make sure to Enforce head count as this will tighten up your results. 8 P a g e

the Organizations Tab. Click the Pre-Defined Organization Searches Tab.

9 SEARCH BY LOCATION CATEGORIES - ORGANIZATIONS Quick steps at a glance Check room availability Compare for other, similar events Search for a category or room type Search by Organizations Click the Organizations Tab. Click the Pre-Defined Organization Searches Tab. Click Pre-Defined GroupsYour Starred Organizations. Click Run. Click Calendar Tab. Then, navigate by date. Refresh if needed. 9 P a g e

COPY REQUESTS Similar requests may be copied to save time. Copy the request Change information as needed Create an Event, complete the Event Wizard, click Save.

With the words, Copy of in the Event Name. Remember to delete Copy of from the Event Name. Change any fields regarding this new request.

10 COPY REQUESTS Similar requests may be copied to save time. Copy the request Change information as needed Create an Event, complete the Event Wizard, click Save. Once the room request has been saved, click Copy from the More Event Options section of the event successful completion screen. This will open up the Event Wizard. With the words, Copy of in the Event Name. Remember to delete Copy of from the Event Name. Change any fields regarding this new request. Those items in red are required to be updated. The right side contains active links which will take you directly to the corresponding field within the Event Wizard. Items in RED are required to be updated. 10 P a g e

11 EDITING TENTATIVE EVENT REQUESTS At any time, the requestor may edit a tentative event. Update information Provide more information Add comments to help the Location Approver/ECS/Rec Sports Sign into 25Live. Search for your event (see page 5). Click on the Event Name, Click Edit this Event [or right click on the Event Name and choose Edit this Event]. The Event Wizard will open if the event is in a Tentative state. [Note: If the event is Confirmed, the event will not open for you to change it. Contact the Room Assigner see pages 17 & 18.] Make the necessary changes. Remember to click Save. 11 P a g e

EVENT TYPES FIND ME A SPACE Event Types Help identify the event Limited to catch most Further identify event in the Event Name field or Comments Section Each asks Specific and/or Different Questions

12 EVENT TYPES FIND ME A SPACE Event Types Help identify the event Limited to catch most Further identify event in the Event Name field or Comments Section Each asks Specific and/or Different Questions Event Types When To Use Student Org Event Student Org Meeting Student Org Sport/Recreation Student Org Tabling Use when an Event is being planned by your Organization or Club. with or without food, parking, staffing, contract, licensing agreements, etc. Use when a Meeting is being planned by your Organization or Club with or without food, parking, staffing, contract, licensing agreements, etc. Only use when a requesting Campus Rec Sports space BU Field, BU Gyms. Do you need sports equipment? Field Lights? Use when requesting tabling in any location. Find Me A Space While in the Event Wizard, for Locations type, Find Me A Space in the Search by Location Name field. Once saved, this event request is sent to Event & Conference Services. Be sure to complete all questions and include any comments to help us find you the most appropriate, available location. 12 P a g e

EVENT REPEATS & VIEW AND MODIFY OCCURRENCES Multiple dates, modifying locations Does your event

Select your dates (example to the left).

A Conflict is noted by the red yield sign.

13 EVENT REPEATS & VIEW AND MODIFY OCCURRENCES Multiple dates, modifying locations Does your event repeat? Yes, but the same location is not available for both dates. How do I reserve it? Select your dates (example to the left). Search for Locations - Enter the two-letter Building Code and four digit Room Number; e.g., UU 0308, press the ENTER key. A Conflict is noted by the red yield sign. Mouse over the yield sign to see the conflicts (example to the right). To request the room - Click on the room (did it move to the right?). From there you may click on View and Modify Occurrences. 13 P a g e

In this example, Thu Nov 03, 2016. For this example, Nov 03, 2016 is available. Select the room. It moves to the right.

14 EVENT REPEATS & VIEW AND MODIFY OCCURRENCES From View and Modify Occurrences you may deselect the room on the date with the conflict. Click Save Changes. Return to Search by Location Name to continue to look for another room for the date missing a room request. In this example, Thu Nov 03, For this example, Nov 03, 2016 is available. Select the room. It moves to the right. Click View and Modify Occurrences. Repeat the process of deselecting the first two dates that already have a room assigned. Click Save Changes. 14 P a g e

15 EVENT REPEATS & VIEW AND MODIFY OCCURRENCES After modifying the occurrences, both rooms are requested for different dates, but within the same series. Note: no conflicts are listed and the dates requested are listed under each room. Remember to Save this request. 15 P a g e

EDITING REPEAT OCCURRENCES Editing repeat occurrences. Is the event request still Tentative? If so, the requestor may edit it (refer to page 5 to view the event state of your requests).

To cancel an occurrence within repeated dates, select the drop down arrow under Status. Change the status from Active to Cancelled. Jot a comment in the Comments section for reference.

16 EDITING REPEAT OCCURRENCES Editing repeat occurrences. Is the event request still Tentative? If so, the requestor may edit it (refer to page 5 to view the event state of your requests). While in the Event Wizard, in the Event Details (left side) click on Repeats on [date, date]. The active link will take you to the repeat occurrences field. To cancel an occurrence within repeated dates, select the drop down arrow under Status. Change the status from Active to Cancelled. Jot a comment in the Comments section for reference. Remember to click Save. If the event request is Confirmed, and you are not able to edit the request, contact ECS Reservations for assistance. To cancel a Confirmed event, contact your ECS Event Manager. The Location Approver may be able to provide assistance as well (see pages 17 & 18). Event Details within the Event Wizard - Link Opens to Occurrences 16 P a g e

17 NOTEWORTHY Your friends, are Chrome or Mozilla Firefox Toggle between Mobile Version and Desktop Version Refresh button Starred Rooms (your favorites) Indoor locations are identified with a two-letter building code <space>four-digit room number, e.g., SM Each request may contain many dates and many locations but only one set of start and end times. If the time of the event changes, then a new request must be submitted (remember Copy button, page 10). ECS Reservations Ask for Ali, Beth or Charles reservations@towson.edu Building Name(s) of Approvers Contact Information BU Burdick Hall-Gyms/Field Campus Rec Sports campusrecevents@towson.edu BU Burdick Hall-Classrooms Carol Clafferty CA Center for the Arts College of Fine Arts cofacevents@towson.edu ES Enrollment Services Mycala Worley mworley@towson.edu 17 P a g e LH Freedom Square Chris Jensen cjensen@towson.edu HH Hawkins Hall Kelly McNeill kmcneill@towson.edu LH Lecture Hall Theresa Jenkins tjenkins@towson.edu LA College of Liberal Arts Theresa Jenkins tjenkins@towson.edu LI Linthicum Hall Sue Auzmendi sauzmendi@towson.edu MC Media Center (EMF) Kim Merriken kmerriken@towson.edu MC Media Center (MCOM) Catie Mickletz PA South Campus Pavilion ECS Reservations reservations@towson.edu PY Psychology Kelly McNeill kmcneill@towson.edu PY Psychology [PY 206 and 507] Robin Walczak rwalczak@towson.edu

18 NOTEWORTHY Building Name(s) of Approvers Contact Information SM Smith Hall (BIOL) Michelle Riley SM Smith Hall (CHEM) Cynthia Wolfe SM Smith Hall (PHYS) Renee Watkins ST Stephens Hall Cassandra McCarthy TA SECU Arena Bill Murphy TC Towson Center Arena Bill Murphy US Johnny Unitas Stadium Bill Murphy UU University Union ECS Reservations VB Van Bokkelen Hall Catie Mickletz WC West Village Commons ECS Reservations YR 7800 York Road (COSC) Rich Webster YR 7800 York Road (MATH) Barbara Sauer BU Towsontown Field, CK Beach, Find Me A Space, HH Speaker s Circle, LA Lawn, LA Tiger Plaza, NE Newell Field, PL Parking Lots or Garages, Outdoor Tabling Locations, UU Glen Picnic, UU Paws Pavilion, WC Lawn ECS Reservations reservations@towson.edu P a g e

19 NOTEWORTHY Event and Conference Services reminds students and their organization s executive boards of the important deadlines for planning events and meetings. Successful and memorable events, including simple meetings, are planned in advance with proper communication and guidance from your assigned ECS event manager. Our goal is to have your guests walk away satisfied with each and every event or meeting that takes place on campus. With this goal in mind, we kindly remind department event planners of the deadlines required to make the most of our resources. Resources including staffing, technical services, tables and chairs are limited making last minute requests difficult to accommodate. Services such as catering and parking are limited as well and require advanced planning. Listed in the table below are the deadlines necessary to pull off that one of a kind event. Planning Deadlines 21 Days Large events (e.g., conferences, large meetings, concerts, walks and runs) require at least a 21 day notice. 14 Days Events and meetings which require Technical Services, staffing, catering, rentals and/or parking must be planned with your Event Manager at least fourteen (14) days in advance. 13 Days 24 hours Events and meetings planned between 13 days and 24 hours will have their event space setup request accommodated, however, requests requiring Technical Services or staffing will not be guaranteed and will be fulfilled based on staffing and equipment availability. 10 Days Please ensure the following forms are submitted at least 10 days in advance: catering, event parking request form, food waiver request form and the fire permit form. Reservation requests will be granted on an As-Is 24 hours basis meaning any existing room setup will need to be used. No additional services will be provided. Campus location should be booked and confirmed well in advance to ensure the space is available. For example, events which are large (300 or more guests), those which require sound systems, staging, special lighting, contracts with a tech rider, ticketing, registration, coordination with police, should be planned and finalized three weeks prior to the event date. Campus room, venue, or location should already be confirmed. Those events or meetings, for example, with less than 300 guests, or require less sophisticated technical services such as a podium and mic, catering, and/or parking for outside guests should be planned and finalized two weeks prior to the event date. Campus room, venue, or location should already be confirmed; however, requests for facilities are accepted within this time frame. Rooms will be setup to meet the needs of the event or meeting. Technical services and/or staffing requests are not guaranteed. Services provided by campus departments require two weeks notice. This provides ample time to properly staff, order the necessary food and beverages, and/or alert the proper county authorities. Requests for rooms will be granted and offered to the requestor as-is; meaning, no additional services will be accommodated and the room itself is reserved using the existing setup (room could be set in a circle, empty, banquet style, etc.). 19 P a g e

Registrar's Office receives/reviews. Forwards it to building coordinator.

WORKFLOW IN R25 Classroom assignment in R25. E-mail Time Many Hands Requestor sends classroom request via E-mail to rooms@towson.edu. Registrar's Office receives/reviews. Forwards it to building coordinator.