Welcome to 25Live Help

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1 Welcome to 25Live Help Welcome to 25Live Help What you can do in 25Live Welcome to the 25Live web-based event request, scheduling, e-commerce, and calendaring/ publishing environment. In 25Live, you can create and work with classes and events: Create an event occurring on a single or multiple dates occurring ad hoc or in a pattern Start creating an event from a selected date, location, resource, or organization Copy an existing event as the basis for a new event Delete an event Find out what's happening on selected dates View activity for selected locations, resources, or organizations View detailed information on a selected event, location, resource, or organization Edit event details and specify content relationships with other events Copy an existing event along with its related events Subscribe to an event feed with your preferred news reader or calendar Register for events and pay for tickets and other supplies online Set up online E-Commerce forms for event registration or RSVP, and ordering tickets and other event-related supplies Track and report on registration/rsvp submissions and e-commerce transactions View and modify details of event pricing Create, review, and edit invoices via the 25Live Accounting tool, record payments, and track account activity of client organizations Use powerful search features: Choose from a variety of criteria to search for events, locations, resources, or organizations Save, edit, rename, and delete your own searches Run saved searches, your own and system-provided, to find related events, locations, resources, or organizations Copy ("save as") saved searches, your own and others' Send copies of ("share") your searches to selected users 2015 CollegeNET, Inc. 1

2 Welcome to 25Live Help Share event information: Print, save, or a wide variety of reports for events, locations, resources, and other topics including activity by organization event details, including attached files, to yourself and others Publish events to online calendars created and administered via 25Live Publisher and embedded in any desired website pages Share event locations Manage locations, resources, and event-related tasks and to dos: Check location and resource grids for availability Submit location and resource requests Assign multiple locations and/or resources to an event Assign individual locations or resources to any or all occurrences of an event, and specify assignment details by date/occurrence View and respond to event-related tasks assigned to you or by you 25Live lets you work your way: "Star" the data items of interest to you Customize contents of your home Dashboard Change your password and edit your contact information Set your user preferences for display of dates and times Tip: Note: Click the "25Live" version link at the bottom of the screen to see a history of changes and enhancements through to the current Release Notes. What you can see and do in 25Live depends on whether you've signed in, and on the security permissions associated with your sign-in username/password CollegeNET, Inc. 2

3 Welcome to 25Live Help Getting help To get help related to your current viewing context, click the help icon that appears to the right of a view, navigation bar, or field. You may want to browse neighboring topics to the item currently highlighted in the Help Contents on the left. Click the Help button at the upper right of the browser window if you just want to browse the help contents. Click to expand a folder in the Help Contents and select a new topic of interest. While this Help window is open, you can grab a corner or edge to resize it for better readability To move Help to a separate browser window, click "Open Help in standalone browser window" at the bottom of this panel. You may find this a convenient way to keep help open and access it as needed CollegeNET, Inc. 3

4 Welcome to 25Live Help Glossary of terms alien UID -- Identifier for a class/event that was created in the student information system (SIS) but shares data with 25Live. client -- The term used by the 25Live Accounting tool to refer to a 25Live organization for which invoice(s) have been created and whose invoice history is being tracked by the tool. content -- The type of relationship that may be established between individual events in 25Live. A content relationship indicates that events have a significant relationship, although that relationship does not affect any of the data. See also the definition for relationship below. draft -- A submitted event that requires authorization or further handling may be saved initially in the Draft state. The user creating an event may choose to save it as a draft or, depending on user permissions, this may happen automatically as part of security enforcement applied when the event is saved. Any location or resource assignment selected for an event saved in the Draft state is released for reassignment; a preference for any such item(s) is saved with the event for use by an authorized scheduler completing the handling request. Changing the state allows a draft to be saved to the permanent events database. E-Commerce -- In 25Live, the functionality that allows a user with the appropriate security permissions to create a form for online display -- in 25Live or a 25Live Publisher calendar -- where web visitors can register and submit orders for tickets and other "supplies" for an event. Schools may elect to have the CollegeNET forms processing engine collect payments for the supplies ordered via these forms. The scheduler and other authorized users may track order submissions for an individual event from the E-Commerce view on the Events tab. event -- Any activity being planned at your school and tracked in 25Live/R25, such as a class, a non-academic campus event, or a community event. You can edit an event after it's been saved, although you can't change the event type; other rules may also apply. An event created in 25Live can have only one start and end time. You may link multiple activities in 25Live by establishing content relationships among the events. An R25 event may comprise multiple activities called "reservations," which can be edited in 25Live, one reservation at a time. See also the definition for reservation below. event type -- A permanent designation that helps determine how a new event is handled by the system CollegeNET, Inc. 4

5 Welcome to 25Live Help Event Wizard -- The event creation and editing environment that comprises a set of cards, editors, and data fields where the user submits information for an event or event request. Depending on 25Live configuration and user security setup, the options available in the Event Wizard when editing an event may differ from those available for event creation. feed -- The functionality that makes updated content on specified 25Live events, or events in specified locations, available for use outside 25Live. Personal feed subscriptions to your choice of a news reader/aggregator may be set up wherever you see the icon. To send event feeds via 25Live Publisher to calendars you've embedded on your website, use the icon. flagged -- A task is flagged for attention in the task list view of an event either because the assignee hasn't yet responded to the task (by changing the task state) or because the assignee has returned the task to a flagged (or "requires attention") condition after responding to the task. Tasks may be flagged (flag restored to vertical position) or unflagged by the assignee in the task list view on the Events tab. A list of all flagged tasks assigned to the signed-in user may be viewed on the Tasks tab--overview OF TASKS. location -- A room or other facility (such as a pool or playing field) where events may occur. open -- To drill down to an individual event, location, or resource, in any of the views available for that object. Use the Close... option in the Actions drop-down menu to close an individual event, location, or resource. organization -- An academic department or other group that sponsors events on your campus. The "primary" organization is the main, responsible group among possibly several organizations associated with an event. pricing date -- The latest date of rate schedules that may be applied to pricing in the event Pricing view. (The "effective date" of eligible rate schedules must be the same as, or earlier than, the event pricing date.) publish -- To make available for public viewing selected 25Live events, or all the events occurring in selected locations, in one or more embedded web calendars and promotional reminders created and maintained for your school using the 25Live Publisher CollegeNET, Inc. 5

6 Welcome to 25Live Help rate group -- Specifies the kind of organization/client that is paying for an event line item; for example, business/for profit, university-affiliated, or non-profit. Applicable pricing formulas for each rate group are defined in each rate schedule. rate schedule -- Specifies the pricing criteria that apply to items of a kind: either event types, requirements, locations, or resources. The pricing date specified for an event determines which rate schedules are available for selection for each item being invoiced. A single rate schedule is selected for each item with pricing attached (the default rate schedule is the one with the latest date falling before or on the event pricing date). reference -- The unique, internal identifier that's assigned to an event by the system and does not change. You can use this value to "quick search" for an event. relationship -- In 25Live, one or more "content" relationships with other events may be specified for an event open on the Events tab, or in the Event Options displayed when an event is successfully saved. Related events are listed in the Details for an individual event; and related events may be included in a Calendar view of an open event. reservation -- 25Live supports just one reservation -- that is, a single set of start/end times -- for an event. In R25, activities with multiple start/end times may be specified within a single event; for example, a Guest Speaker event that comprises reservations for a Reception, a Lecture, and a Public Forum. If created in 25Live, each of these reservations would be a separate event and the three linked by a content relationship. A multi-reservation event originating in R25 may be edited in 25Live by choosing just one reservation at a time to edit. resource -- Anything other than the location that's required for an event, such as equipment, catering, or personnel. search -- A set of events, locations, or resources retrieved from the database using userspecified or pre-defined search criteria. You can choose among various searches, for example, to generate a calendar or list view of events; to view a set of locations or resources during event creation or editing; or to generate a report on the Reports tab that uses one or more search parameters. Depending on your sign-in user privileges, you may be able to save searches that you create in 25Live. Searches may be saved either as the results returned when you create the search, which remain static, or as the search criteria, which may potentially return somewhat different results when you run the search in the future (for example, to find events in a particular category three months from now). You can delete or rename in 25Live the searches you create in 25Live CollegeNET, Inc. 6

7 Welcome to 25Live Help send -- To add selected events, or the events in selected locations, to 25Live Publisher calendars that are set up, formatted, and embedded in your website. Feeds are created to keep the data in the send current. share -- To send a copy of a search -- either event, location, resource, organization, or task -- to one or more users. Because a shared search is a copy, changes made to it by the recipient have no effect on the original search. space -- The term used to describe a location in R25. star -- 25Live users may "star" an event, location, resource, or organization that's important to them for any reason. Your starred items are easily accessed from many areas in 25Live, and may be "unstarred" as needed. 25Live starred items are identical to R25 Favorites. state -- The event's current place in the planning or completion process. The options are Draft (when it's not yet a "real" event with location and/or resource assignments), Tentative, Confirmed, Sealed, and Cancelled. The business practices at your school determine the significance of each state applied to an event. subscription -- The process of setting up a feed to accept and display updated content for selected 25Live events or locations using a news reader/aggregator chosen from available subscription options. Personal feed subscriptions may be set up wherever you see the icon in an Actions drop-down menu. task -- A To Do, approval notification, or assignment request that requires response by one or more "assignees." Task assignees or assigners use the Tasks tab to view just the tasks assigned to or by them. All the tasks associated with an event may be reviewed in the event Task List view on the Events tab, where assignees may complete their own tasks, change the due date, or add comments. view -- The display generated by 25Live for a set of events, locations, resources, or organizations (or a single event, location, resource, or organization), based on options selected, including date range and view format (such as Calendar, List, Availability, or Details)--depending on the kind of data being retrieved for display. Click the help icon at the immediate upper right of data displayed in a view to learn about view contents CollegeNET, Inc. 7

8 Quick how to guides Quick how to guides How to search for what you want With the appropriate security permissions, you can do the following to find what you want in 25Live: Perform a Quick Search on the 25Live Home tab Dashboard--for events, locations, or resources. Run a "simple" search by keyword or other options, and save the search if you like, on the Events, Locations, Resources, or Organizations tab > "Search For...". Create an advanced search using multiple criteria; run, edit, copy, and delete existing searches; or share a copy of any of your searches with other users--on the Events, Locations, Resources, or Organizations tab > "Advanced...Search." Run existing "Pre-defined...Searches"--created and saved by you, provided by the system, or shared with you by other users--on the Events, Locations, Resources, or Organizations tabs; also rename or delete your own searches, or share them with other users as needed. On the Tasks tab, select Advanced Task Search to create, save, copy, edit, or delete a custom task search. Share copies of any of your searches with other users. Notes: All searches created and saved by you are for your own use only, although you can share a copy of a search with other users from the "Pre-defined...Searches" or "Advanced...Search" subtab for an object (event, location, and so on). Any searches shared with you by other users are copies of the original that are yours to modify, delete, or share as you like. You can copy (Edit, then Save As...) searches provided by the system from "Advanced...Search." To learn more about searching, and using searches in reports, go to one of the related topics below. Viewing search results Search results include a column each for any events, locations, or resources that match your search criterion. To learn more about an item of interest, click the name to open a detail view. You can right-click the item first to choose the view format for display. You can perform another search from the results view, limiting the results, if you like, to any combination of events, locations, and resources CollegeNET, Inc. 1

9 Quick how to guides Quick Search on Home Dashboard Searching on the Events tab Searching on the Locations tab Searching on the Resources tab Searching on the Organizations tab Reports tab use Tasks tab use Advanced Task Search 2015 CollegeNET, Inc. 2

10 Quick how to guides How to create an event You need to sign in with a valid username/password to create an event. As the "creator" of an event, you may be performing either of these roles: The Scheduler with specific security permissions to save the event to the database and assign locations and resources to it (and possibly request certain locations or resources) OR The Requestor with limited permissions to complete the event, who can expect, for example, that location and resource assignments (and the event itself) might be submitted to others for completion Notes: A modifiable training guide to using the 25Live Event Wizard to create events is available from the Series25 Customer Resources wiki here. System security determines whether you can create or request events. Ask your system administrator if you're unable to perform tasks you think should be available to you. Depending on how your Event Wizard environment has been configured, assigning a location to your event may automatically assign the "Location Scheduler" to the Scheduler contact role for the event, or a Default Scheduler may be assigned based on your security group. (The Location Scheduler is specified for a location in the Administration Utility and displayed in location Details on the 25Live Locations tab.) Your school's business processes will determine how you can proceed with submitting your event request when the event is auto-assigned another scheduler. If you're the event Scheduler or the Requestor and you're able to save your event in a Tentative or Confirmed state, you become the event owner, with the right to edit, copy, or delete the event (unless a senior scheduler takes ownership of the event). Your event creation environment may not include all the fields mentioned below, depending on how 25Live has been set up for your security group. To start creating an event, you can: Click the Event Wizard tab. OR Click the Create an Event button on the Home tab Dashboard, if present. OR Click an option in the Find Available Locations area of the Dashboard to start from a required time or location, if that section is present CollegeNET, Inc. 3

11 Quick how to guides OR Start the scheduling process from a specific context by making an initial selection in a 25Live view; for example, by selecting the icon: For a date in the Calendar view of events on the 25Live Home or the Events tab For a time slot in a location Availability grid on the Locations tab, or a date in a location Calendar For a time slot in a resource Availability grid on the Resources tab, or a date in a resource Calendar For a time slot in a Calendar view on the Organizations tab, to start a new event with the current organization specified as Primary Organization Reminder: Placing your cursor in a field may generate a pop-up on the right with information to help you complete the field. Tips: You can also set up an app that allows you to create 25Live events from within Microsoft Outlook. For more detail, see the 25Live Outlook Integration Setup and Use document on the Series25 Customer Resources wiki. Once you're in the scheduling environment, you can click a Back/Next arrow to move forward or back, or click any field name or value in the column on the left to return to that field. Provide at least the information for the Required fields (marked with a red asterisk). You may specify a single date/time for the event or multiple date occurrences repeating at the same time. Multiple dates may be specified as a meeting pattern (for example, daily or weekly) or as ad hoc, random date selections. You can add comments to individual event occurrences, or cancel individual occurrences, as needed. As you search for them, 25Live checks automatically for availability of location(s) or resource(s) at your specified dates/times. You can elect to use the specified head count to limit search results and/or to hide unavailable locations. The icon is displayed next to a location/resource that's available. The icon is displayed next to a location that's available only because it's assigned to an event willing to share. Select the "Show only my authorized locations that have no time conflicts" option beneath the list of search results and click Refresh if you want to see only the available locations or resources. You can click a selected location/resource name to open the location/resource availability grid to learn more about schedule details and options CollegeNET, Inc. 4

12 Quick how to guides If your event has multiple occurrences, you can customize location or resource assignments by removing the selection from specific date(s) or by specifying location layout or resource quantity by date and whether you're willing to share a location on a particular date. You can also add instructions to location/resource assignments by date; the instructions (and any other occurrence-specific modifications) are saved even when a location/resource is saved as a preference only. A selected location or resource appears as a pending assignment in event details and in the location/resource availability grid until you save or close the event. The icon is displayed next to a location/resource that's not available. (The icon is displayed as a "caution" when you haven't yet selected a date/time; in this circumstance, 25Live can't determine whether a location/resource is available or not.) Roll your cursor over the icon to learn more about why the location is unavailable for individual occurrences. The icon indicates a blackout has been specified for the date/time. The icon indicates the date/time violates open/close hours. To add to the event an organization or an individual that doesn't yet exist in the database, choose "Create New..." in the Find by... options when you're editing Organizations or event Contacts. Click Finish to save the new event and open a summary of your new event, along with "What's Next" and More Event Options that let you do things like view event details, event information, print a confirmation report (PDF), copy the event, manage related events or event bindings, or return to edit mode. When you submit an event with a location or resource that you don't have permission to assign, the Event Preferences area lets you know that the assignment has been saved as a preference and an assignment task request has been issued for the item. When you submit an event in the Draft state, any location or resource assignments are saved as event preferences only. The locations or resources themselves are released for other assignment when an event is saved as a draft. The event reference number is displayed on the left when the event is saved. You can use this later to quickly find the event. Text entered in the "Description" field may be displayed in 25Live Publisher calendars. Text entered as "Confirmation Notes" appears in the Confirmation report generated for the event. You may be able to add confidential notes directed only to other individuals with a role in the event; special functional-level security controls access to any comments you enter in the "Internal Notes" field CollegeNET, Inc. 5

13 Quick how to guides Creating an Event Using the 25Live Event Wizard (on Customer Resources wiki) 25Live Outlook Integration Setup and Use (on Customer Resources wiki) How to edit an event How to copy an event Set up event E-Commerce How to manage related events How to manage bindings How to run a report How to send events to 25Live Publisher How to create a To Do task Home tab use About event Drafts 2015 CollegeNET, Inc. 6

14 Quick how to guides How to edit an event You may be able to edit an event of interest: You need to sign in with a valid username/password to edit an event, and have read/ write permissions for the event. You cannot change the event type (unless the event is still a "Draft"). Other event details may also be locked against editing, depending on how your Event Wizard has been configured. You can edit events created in R25 with multiple reservations, one reservation at a time. You can edit events from your student information system (SIS) with a vcalendar alien UID. However, if "vcal Processing" for the event's event type has been set to "Locked Transactional" in the 25Live Administration Utility Event Type Hierarchy, the event may be edited only if a reply/counter has not yet been sent. If you're unable to edit an event you think should be available to you, contact your system administrator. To edit an event 1. Drill down to the event to edit: To search for the event, type all or part of the event name or title, or the event Reference, in the Quick Search field on the Home tab Dashboard or the Search by Keyword field on the Events tab > Search for Events. Press Enter to start the search. 2. From the List view of search results, click the "Edit this event" icon to the left of the event entry. You can also right-click an event name in any list, calendar, or grid view to select "Edit Event." If the event originated in R25 and has multiple reservations, a dialog lets you choose which reservation to edit. 3. In the Event Wizard, click an editor name or a field value on the left to access the field with the event detail you want to change; or you can click Next to progress through the Wizard page-by-page. 4. When you've finished making changes, click Save to save the event and open the summary of results and options for continuing. Reminder: You cannot "unshare" a location assignment once you've saved the event with shared location occurrence(s). Tip: To add to the event an organization or an individual that doesn't yet exist in the database, choose "Create New..." at the bottom of the drop-down list of names for the field when you're editing organizations or event contacts CollegeNET, Inc. 7

15 Quick how to guides Note: If you change the event dates/times, 25Live displays a window that lets you specify mapping of any assigned location(s), resource(s), and other details associated with individual occurrences to the new and/or existing dates. How to create an event How to copy an event Set up event E-Commerce How to manage related events How to copy related events How to edit related events How to manage bindings How to run a report How to create a To Do task How to delete an event How to cancel an event About event Drafts 2015 CollegeNET, Inc. 8

16 Quick how to guides How to copy an event You need to sign in with a valid username/password, and have security permissions that allow you to access and copy the original event and create a new event. If you're unable to access or copy an event you think should be available to you, contact your system administrator. Note: Along with many other event details, the dates/times and any location and resource assignments from the original are retained in the event copy, so assignments may be flagged as conflicts with the original. To start a new event from a copy: 1. Drill down to the event to copy: To look for the event, type all or part of the event name or title, or the event Reference, in the Quick Search field for events on the 25Live Home Dashboard or the Search by Keyword field on the Events tab > Search for Events, then press Enter. Click the event name to open the event. 2. Click "Copy this Event" in the More Actions... drop-down menu on the far right. You can also create a copy from the summary of Event Options displayed when you save a new or edited event. Just click "Copy." 3. In the event editor, go through each tab and field to verify which details you want to retain and which you need to edit for the copy. 4. When you've finished making changes, click Finish to save the event and open a set of options for continuing. Reminder: Be sure to "touch on" every field to be sure you're getting the results you want. Tip: Roll your cursor over the help icon at the far right of any field name to get help for providing that value. Note: If the original event was starred, the copy is automatically starred, too. You can unstar the event in the Event Options ("Remove from Starred?") displayed when you save the copy CollegeNET, Inc. 9

17 Quick how to guides How to manage related events (establish relationships between events) How to copy related events How to create an event How to edit an event How to search for what you want 2015 CollegeNET, Inc. 10

18 Quick how to guides How to manage related events If you're the event Scheduler, you can create "content" relationships with other events. Use this functionality to track events that are related in a way that's meaningful to you. A content type of relationship indicates that events have a significant relationship, although that relationship does not affect any of the data. You can create a content relationship from either of two places in 25Live: From the summary of More Event Options displayed when you finish creating or editing an event. OR When you're viewing an event currently open on the Events tab. Note: Each content relationship you establish with another event is reciprocal, and additional relationships created for either event are also a simple one-to-one relationship. For example, you might establish relationships from the "Conference" event with "Hosted Breakfast" and "Banquet." The two latter events are then related to Conference but not to each other, unless you open Hosted Breakfast or Banquet and establish a relationship with the other. To learn more about how you might use the related events functionality in 25Live, see The 25Live Related Events Option. To create a content relationship between events: 1. With one of the events open in any view on the Events tab, choose "Manage Related Events" from the More Actions... menu. OR Select "Manage Related Events" in "More Event Options" immediately after saving a new or edited event. 2. In the form that's displayed, "Choose from Recently Viewed Events..." OR Use the drop-down list to find an event to relate to. OR Click the link to "Search for Events..." 3. Select the event to link to, then click Relate to create the relationship. 4. Add more events to the relationship with the current event, as needed. 5. Click Finished or the form's Close icon when you're done CollegeNET, Inc. 11

19 Quick how to guides To cancel a relationship, just click "remove?" next to a related event listed at the top of the Manage Related Events form. A relationship may be terminated from either end. Note: Another type of relationship -- between "bound" events that must use the same location assignment(s); for example, cross-listed classes -- is also displayed in the Event Details column in the Details view of an event. To learn more about managing bound events to force use of the same location(s), follow the link below. How to manage bindings View event calendar How to copy related events How to edit related events 2015 CollegeNET, Inc. 12

20 Quick how to guides How to copy related events When you choose to copy an event that has a content relationship with other events, you're given the option of copying just the current event or all the events in the relationship. If you choose the latter, a new tab is created in the Event Wizard for each copied event. You can copy related events from either of the two places in 25Live where you copy any event: From the Event Wizard summary of More Event Options displayed when you save an event. OR When you're viewing an event currently open on the Events tab. Tip: You can expand a Calendar view of an event to show all its content-related events. Select Show Related Events in the event view navigation bar. Reminder: Copying related events doesn't automatically copy the relationships. You'll need to establish the relationships after you've saved the new events created from the copies, as described below. To copy related events and establish the new relationships: 1. With one of the events open in any view on the Events tab, choose "Copy this Event" from the More Actions... menu. OR Select "Copy" in "More Event Options" immediately after editing and saving an event (with relationships) in the Event Wizard. 2. In the form that's displayed, Select "Copy Only This Event." OR Check each related event to copy, then select "Copy All Selected Events." 3. Modify and save each copied event in the Event Wizard. 4. When you save a copy, you can choose an option, in the Wizard success page, to relate the copy to the event copied from or, when the other copies have been saved, to quickly establish relationships among them as needed CollegeNET, Inc. 13

21 Quick how to guides How to manage related events (establish relationships between events) How to copy an event View event calendar 2015 CollegeNET, Inc. 14

22 Quick how to guides How to edit related events When you choose to edit an event that has a content relationship with other events, you're given the option of editing just the current event or of selecting any or all events in the relationship for editing. If you choose the latter, a new tab is created in the Event Wizard for each event you're editing. You can edit related events from any of the places in 25Live where you edit any event; for example: From the Dashboard, when you select the "Edit this event" icon for a starred event that has content relationships. OR Wherever you can right-click an event name to choose "Edit Event" from a dropdown menu of options. OR When you're viewing an event currently open on the Events tab and click "Edit this Event" in the view navigation bar. Tip: You can expand a Calendar view of an event to show all its content-related events. Select Show Related Events in the event view navigation bar. To edit related events: 1. For any one of the events in the relationship, choose the option that lets you edit the event. 2. In the Edit Related Events form that's displayed: Select "Only Edit This Event." OR Check each related event to edit, then select "Edit All Selected Events." 3. Edit and save each event in the Event Wizard. To learn more about editing events in the Event Wizard, follow the link below. How to edit an event How to manage related events (establish relationships between events) How to copy an event View event calendar 2015 CollegeNET, Inc. 15

23 Quick how to guides How to manage bindings If you're the event Scheduler, you can create and manage "bindings" with other events. Events that are "bound" in 25Live must have the same location(s) assigned, although they may occur at either the same, or different, dates/times. For example, you might use bindings for cross-listed classes. You can create, or remove, bindings with other events by choosing "Manage Bindings" from either of two places in 25Live: From the summary of More Event Options displayed when you finish creating or editing an event in the Event Wizard. OR From the More Actions drop-down menu for an event currently open on the Events tab. Bindings for an event are displayed in the left-hand column in the Details view of the event on the Events tab. The following rules govern bindings in 25Live: All occurrences of all events in a binding must use the same location(s), regardless of dates or times. Editing a bound event to change its location assignment(s) automatically updates the other events in the binding to use the same location(s). Note: Multiple contiguous events (occurring "back-to-back") can be bound in the 25Live Administration Utility; for example, you might bind back-to-back classes for an instructor who wants to stay in the same room for all her morning classes. To learn more, see the 25Live Data Administration Guide. To create a binding with other event(s) in 25Live: 1. With one of the events open in any view on the Events tab, choose "Manage Bindings" from the More Actions... menu. OR Select "Manage Bindings" in "More Event Options" immediately after saving a new or edited event. 2. In the form that's displayed, "Choose from Recently Viewed Events..." OR Use the drop-down list to find an event to bind with CollegeNET, Inc. 16

24 Quick how to guides OR Click the link to "Search for Events..." 3. Select the event to bind, then click Bind. 4. Bind more events to the current event, if needed. 5. Click Finished or the form's Close icon when you're done. To cancel a binding, just click "remove?" next to a bound event listed at the top of the Manage Bindings form. A binding may be terminated from either end of the relationship. How to manage related events How to copy related events 2015 CollegeNET, Inc. 17

25 Quick how to guides How to event details You need to sign in with a valid username/password to an event. You can send details of the currently displayed event to any individuals performing roles associated with the event. The "Related Recipients" you select must have valid addresses in their 25Live contact information. You can enter addresses to include any "Additional Recipients." The includes a link to the event details in 25Live, and to the event e-commerce form, if relevant. You can browse to add any desired attachments to your . To open the ing form, do one of the following: Choose " Event Details" from the More Actions... menu for an open event. Right-click an event name in an events, locations, or resources view, or in a list of starred events. Click the button in the What's Next? area of the success page following event creation/editing. To complete Event Details: For each event-related role/recipient to include, check the appropriate delivery option (TO, CC, or BCC). To add Additional Recipients currently in the contacts database, click the TO, CC, or BCC link and choose from Starred Contacts or Search for Contacts. For additional recipients not in the database, type each complete address, separating multiple addresses in a row with a comma. Check the corresponding boxes to attach available report(s) and/or an ical file. Click the Browse button to add a file to your . Repeat for additional files. Modify the subject line if you like. Add a custom message to the Message Body text, if you like, before sending the . Note: You must provide at least one TO recipient to successfully send the CollegeNET, Inc. 18

26 Quick how to guides How to run a report Reminder: As always, your security privileges control access to some 25Live reporting features, what you can see, and what you can do. For details, refer to the 25Live Security Administration Guide. Also, running a report in 25Live may require some behind-the scenes setup particular to the event type and whether or not your institution has integrated custom reports. For more details, refer to the 25Live Custom Report Integration document. You have multiple options available to you to run a report: You may run a report for an individual event or location you're currently viewing. There are also a wide variety of system or custom reports available from the Reports tab to run for events, locations, resources, saved searches, and many other topics. To learn more, see Reports tab use in the section below. To create and send an Invoice for a specific client organization sponsoring an event, or to perform other accounting-related tasks such as generating aging reports, open the Pricing view for the event to access the 25Live Accounting tool, if the tool has been implemented at your site. To learn more, see View event pricing in Related Topics in this section below. Tip: You may need to allow pop-ups in your browser options before a report can be generated in 25Live. To run a report for an individual event: 1. Drill down to the event. To search for the event, use the event Quick Search field on the 25Live Home Dashboard or the Search by Keyword field in "Search for Events" on the Events tab. Type all or part of the event name or title, or the event Reference, then press Enter. Click the event name to open the event. 2. In the More Actions... drop-down menu at the upper right of the event view, click "Print a Report for this Event," then choose the report name. You may be able to choose among a variety of Event Confirmation reports, cost estimates, E-Commerce transactions reports, 25Live event invoice reports, and other reports appropriate to the event type. Reports may not be available for some event types. 25Live prepares the report for you to download and save and/or print. Reports available for individual events from the event's screen are delivered as a PDF document CollegeNET, Inc. 19

27 Quick how to guides 3. You can save or print the report, as needed, from the new screen. Tip: You may also be able to print a confirmation report in the following contexts: When you're in the process of editing an event -- by clicking the icon displayed at the upper right of the editor. OR Immediately after you save an event you're creating or editing -- by clicking the "Download PDF" option in the summary of Event Options. To run a report for multiple events from the Reports tab: 1. Go to the Reports tab. 2. Drill down to the report you want by selecting a report from the drop-down available on any of the available tabs. After selecting a report, review the description on the left to learn about the report, its parameters, and output. Click "View Sample Report" above the description to see an example. 3. When you've chosen a report from the drop-down list, provide a value for each parameter displayed beneath the report name, if the report uses parameters. In any search drop-downs in the report's parameters panel, if you do not see a search you wish to use, click the Refresh icon or define and save a new search for use with this report. See How to save a simple search. 4. Choose the Report Delivery Option (see Reports tab use for more detail). 5. If available for this report, choose from the available Report Format Options. If Report Format Options are not available for this report, the report will be delivered as a PDF document, unless Excel is specified in the report name. 6. Click the Run Report button. 25Live prepares the report for you to download and save and/or print. You can save or print the report, as needed, from the new screen. Tip: In 25Live you can create very detailed, custom reports to suit almost any need. Just ask your Account Manager for help getting set up, then refer to the reference guide, Creating 25Live Custom Reports, available from the 25Live Documentation page in Series25 Customer Resources (sign-in required) CollegeNET, Inc. 20

28 Quick how to guides : How to print or save a report Reports tab use How to save a simple search View event pricing 2015 CollegeNET, Inc. 21

29 Quick how to guides How to print or save a report After you have run the report you wish to print or save (see How to run a report for more detail), 25Live prepares the report for you to download and save and/or print. You can save or print the report as needed from the new screen. Depending on the web browser you are using and it's options, your report will download immediately or appear in a new tab in your browser. The saved report is then available for you to print. Tip: You may need to allow pop-ups in your browser options before a report can be generated in 25Live. You may save or print a report for an individual event or location you're currently viewing. To print or save a report for an event: 1. Drill down to the event. To search for the event, use the event Quick Search field on the 25Live Home Dashboard or the Search by Keyword field in "Search for Events" on the Events tab. Type all or part of the event name or title, or the event Reference, then press Enter. Click the event name to open the event. 2. In the More Actions... drop-down menu at the upper right of the event view, click "Print a Report for this Event," then choose the report name. You may be able to choose among a variety of Event Confirmation reports, cost estimates, E-Commerce transactions reports, 25Live event invoice reports, and other reports appropriate to the event type. Reports may not be available for some event types. 25Live prepares the report for you to download and save and/or print. Reports available for individual events from the event's screen are delivered as a PDF document. 3. You can save or print the report, as needed, from the new screen. To print or save a Daily Room Sheet for a location: 1. Drill down to the location of interest. 2. In the Actions drop-down menu at the upper right of the location view, click "Print a Report for this Location," then Daily Room Sheet. The report is generated for the current day's events in the location. 3. You can save or print the report, as needed, from the new screen CollegeNET, Inc. 22

30 Quick how to guides You can also run a wide variety of system or custom reports for events, locations, resources, saved searches, and a variety of other topics from the Reports tab. To learn more, see Reports tab use. How to run a report Reports tab use View event pricing 2015 CollegeNET, Inc. 23

31 Quick how to guides How to complete a task You must sign in to view and complete tasks assigned to you (or by you). Object security may affect your ability to respond to tasks for a particular event. To view and respond to your task list: Tip: After you've signed in, you can access a variety of task views from the "Tasks" summary on the 25Live Home Dashboard. A warning message displayed at sign-in lets you know when you have tasks "overdue" (that is, with a Respond By Date within the past 30 days). 1. Go to the Tasks tab to view details for the tasks assigned to you and tasks you've assigned to yourself and others. 2. On the Tasks tab, use the Overview of Tasks subtab to view a list of tasks assigned either by or to you. 3. Find a task you want to complete. 4. If the Actions column is not currently displayed, click Choose Visible Columns to select that item. Click the appropriate action to quickly complete the task. OR From either the Overview of Tasks or the Tasks Agenda subtab, click the name of an event with one or more tasks you want to review or complete and/or comment on. This takes you to the Task List view of the event on the Events tab. By default, the View shows Only Tasks Assigned To You. Change this View option to see All Assigned Tasks, if you like. A vertical flag to the right of a task indicates that task is assigned to you and requires attention. Click the icon to expand details of a task. In the expanded task view, select Approve or Deny to complete an approval notification, Assign or Deny for an assignment request, or Complete or Ignore for a To Do. You need to complete assignment (or "unassign") tasks by individual date specified for the resource or location request. The flag for a completed task automatically changes to a horizontal, "unflagged" condition, meaning the task no longer requires attention. Click EDIT in the Comments area to create or modify comments explaining your response to the task. Click SAVE when you're finished entering a comment. Some of your To Do tasks may not be associated with any event. You can view, edit, and complete these tasks directly from the Overview of Tasks list CollegeNET, Inc. 24

32 Quick how to guides Notes: To approve or deny all your tasks for an event at once, click Approve/Deny next to "Complete All Your Active Tasks" above the task list. You can then edit comments for individual tasks as needed. You may return to a notification request you've previously approved or denied, and reverse your decision by clicking the link to "Change to..." the opposite decision. You can also complete an Outstanding task from results displayed on the Advanced Task Search subtab. Tips: If, for any reason, you want to change the flagged status of a task assigned to you, click the Flagged? icon. When you want to bypass the Tasks tab and go directly to tasks for a particular event, you can enter all or part of the event name, or the event reference, in the Quick Search field for events on the 25Live Home Dashboard or in the Search by Keyword field on the Events tab > Search for Events. Right-click the event name to open the "Task List" view of the event. Tasks tab use View event task list How to create a To Do task Advanced Task Search 2015 CollegeNET, Inc. 25

33 Quick how to guides How to create a To Do task With the right security privileges, you can add a To Do task to an event, or create a generic To Do that's not related to any event. To create a To Do for an event: 1. If it's not already open, drill down to the event, then click "Create "To Do" Task" in the More Actions... drop-down menu on the far right. 2. In the window that opens, complete the details to describe the task, its assignee, and the due date for task completion. If the individual to perform the To Do is not listed in the Assigned To drop-down list of starred contacts: a. Click Search for Contacts and type all or part of the name. b. Press Enter or click Search. c. Select a name in the Search Results list. 3. Click Create to add the To Do to the event tasks. Note: You can also elect to create an event-related To Do from the summary of More Event Options displayed after you save the event. To create a generic To Do: 1. Go to the Tasks tab and be sure the Overview of Tasks subtab is displayed. 2. Click "Create "To Do" Task" in the view navigation bar. 3. In the window that opens, complete the details to describe the task, its assignee, and the due date for task completion, as described above for an event task. 4. Click Create to add the To Do to your task list. Tip: You may want to click Refresh in the navigation bar if you're looking at your Overview of Tasks on the Tasks tab and think your new To Do should be visible in the current view. View event task list Overview of Tasks How to complete a task Advanced Task Search 2015 CollegeNET, Inc. 26

34 Quick how to guides How to cancel an event You need to sign in with a valid username/password to cancel an event, and have read/write permissions for the event. You can edit the event in the Event Wizard to change the Event State to Cancelled. OR To cancel the event from a single event view on the Events tab: If it's not already open, find and drill down to the event. Use the Event State drop-down to change the state. The event is cancelled immediately and any assigned locations and resources are released for re-assignment. The changed state is displayed in the Event Details on the left. Note: Tip: If you need to "uncancel" an event, you can change the state again from the event view (if you have the appropriate security permissions). You'll need to edit the event in the Event Wizard to restore any discarded location or resource assignments. To cancel specific event occurrences, edit the event and change occurrence "status" in the Date and Time editor as needed. How to edit an event 2015 CollegeNET, Inc. 27

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