25Live: How to Submit a Request

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1 25Live: How to Submit a Request Need help? If you can t remember your passcode, contact the UTS Help Desk at to have your passcode reset or reset it yourself through Forgot Passcode link on the webcentral login page. Browser recommendations: the site operates best on Firefox or Chrome. If you use Internet explorer, be sure you are in Compatibility Mode. For specific questions about scheduling timelines and policies, contact the schedulers responsible for the location you desire. To find the contact for a location, view the location details in 25Live by clicking on the location name in any view. Processing time varies by unit and may be delayed until rooms are satisfactorily assigned to courses for any given term. Plan accordingly and submit your request at least a week in advance. For information about scheduling events on campus, such as when to contact Risk Management in regards to insurance coverage, use the Event Planner Guide provided by Conference and Event Services located right below the 25Live link in webcentral. Getting Started To access 25Live: Go to Go to the Resources Tab. Click the first link in the Space, Event, and Library Study Room Requests box. Signing into 25Live The sign in link is located in the upper right and the lower left of the browser. Sign in using your DU ID and passcode.

Creating a Request Start by clicking either the Create an Event button or clicking the Event Wizard tab.

Navigating through the Event Wizard There are two ways to navigate through the 25Live Event Wizard: 1.

The Navigation Panel: Located on the left-hand side of the event wizard, the Navigation Bar allows you to skip to any of the event wizard in any order.

2 Creating a Request Start by clicking either the Create an Event button or clicking the Event Wizard tab. You can also start a request from any calendar or availability grid using the pencil icon. Navigating through the Event Wizard There are two ways to navigate through the 25Live Event Wizard: 1. The Navigation Bar: Located at the bottom of the event request, the Next and Previous buttons will you through each page of the event request. 2. The Navigation Panel: Located on the left-hand side of the event wizard, the Navigation Bar allows you to skip to any of the event wizard in any order. Required elements are identified in the navigation panel by a red asterisk. Entering you request details Name: Enter your event s name. This is required. Title: If applicable, enter an event title, as well. Event Type: Select an event type. This is required. Click on All Event Types and select the most appropriate event type. Star event

Events with repeating occurrences need to have the same start and end date then use the appropriate repeat selection in the Event Repeats? drop down.

3 types that you use most frequently for easier selection on your next requests. Note: The event type cannot be changed once your request is saved. Date and Time: Enter the date and time of your meeting or event. This is required. Events with repeating occurrences need to have the same start and end date then use the appropriate repeat selection in the Event Repeats? drop down. When using the repeat selections, all of the dates selected are displayed in the occurrence list for easy verification and specific comments can be entered for each occurrence. Use the Pre-Event/Post-Event duration to define time for your event preparations in the room. Primary Organization: Select a Primary Organization. This is required. There are several different ways you can search for your organization: Search: Type in a keyword Index: Lists organizations from A-Z, 0-9 Types: Lists organization by type (Academic, Administrative, etc.). Star your organization for easier selection on future requests. Additional Organization: If the event is cosponsored, those organizations can be added under the additional organizations area. Expected Headcount: Enter an expected headcount (this can be an estimate and needs to be greater than zero (0). This is required.

etc.) Layouts Capacities Locations with a green check mark are available locations for the day(s) you have entered for your event.

4 Locations: Select location(s). You can search for location(s) by using one of the following options: Search Index (A-Z List) Category (ADA, Building, Control, Type, View) Feature (AV, Board, Floor, Furniture, Lighting, Outlets, etc.) Layouts Capacities Locations with a green check mark are available locations for the day(s) you have entered for your event. Locations with the red caution sign are not available for all or some days of your event. You must click on your location choice for it to populate in the Selected Locations area on the right. If the location does not show on the right, the location has not been chosen and notification will not go to any schedulers to process your request. If you selected a location by accident or decide not to use a selected location for any reason, you can remove the location by clicking on the red X. Star favorite locations for easier selection on future requests. If a location has a red caution sign and you still want to book the location for whatever days it is available, you can select Modify Selected Occurrences. The highlighted date(s) is the day that has a scheduling conflict. Deselect the highlighted date(s) to remove the conflict(s). You can then look for other location options for the date(s) that had a conflict. After you have removed location conflicts, click the Done button.

Resources: If needed, select appropriate resources. Resources are items that are not available in a location but can be brought in for use during an event.

The number of available resources is displayed in the selection window.

If an item applies to your event, check the box on the left and provide the information asked for.

5 Resources: If needed, select appropriate resources. Resources are items that are not available in a location but can be brought in for use during an event. To find a resource, click on Categories, click on General Resources and then select appropriate resources from the available list. The number of available resources is displayed in the selection window. Additional Information: Selecting the event type generates different questions on this tab that help the schedulers properly manage your event. If an item applies to your event, check the box on the left and provide the information asked for. Note: These are not required elements in general but schedulers reserve the right to ask you to complete specific items if you skip this step when creating your initial request and your request may not be approved until those items are completed. Description: A description can be provided for any event. The description will show on events on public calendars and internally within 25Live.

Descriptions can provide information about the event and any details necessary for attendees.

Categories and Calendars: This provides an additional method for identifying events for filtering on reports and public calendars.

Comments: The Event Comments area is for requestors to provide additional information for schedulers and service providers.

6 Descriptions can provide information about the event and any details necessary for attendees. The description can be entered using the provided style editors or it can be provided in HTML code on the source tab. Categories and Calendars: This provides an additional method for identifying events for filtering on reports and public calendars. You can check the box for any item that is relevant to your event. Do not click Check All. Comments: The Event Comments area is for requestors to provide additional information for schedulers and service providers. Information included here can include setup needs, information about room adjustments, etc. Affirmation: Read the Affirmation and click I Agree for the event. This is required. Once you have finished filling in all of the details Click Finish.

Heading: The heading is where in the database the event is saved to based on who is hosting the event. This can have some impact on how events are pulled for various reports and calendars.

Internal: For any events organized or sponsored by University Departments or Organizations Student: For student organizations, group study, any type of student-hosted event Note: Never use I Don t

7 Heading: The heading is where in the database the event is saved to based on who is hosting the event. This can have some impact on how events are pulled for various reports and calendars. External: For events hosted by individuals or organizations outside the University. Internal: For any events organized or sponsored by University Departments or Organizations Student: For student organizations, group study, any type of student-hosted event Note: Never use I Don t Know! The event will be saved in the database as a draft and no locations or resources will be reserved, no notification will go to schedulers and your request will just sit in limbo until you edit it and save it under one of the three heading options. Click Save. You request is done! Once a request is completed and saved, notifications are created for the appropriate location and resources scheduler(s) to review, approve, and confirm your request. Nothing is reserved until the appropriate scheduler(s) approve the request. Summary page: This is the final screen. You can print, , star (favorite), and/or view your event details. If you are making more than one request for a larger event, you can choose the Copy option to save some steps with the next request.

8 Copying your Event When copying your event, everything will be pulled in from the event you copied including date(s) & time(s) of your event, organization(s), location(s), and resource(s). You will need to make appropriate adjustments. Confirm all the information in your copied event, make any necessary changes and Finish the event on the last screen. Once you are done with your request, you can close the event by clicking on the red X box.

25Live: How to Submit a Request

25Live: How to Submit a Request Need help? If you can t remember your passcode, contact the UTS Help Desk at 303-871-4700 to have your passcode reset or reset it yourself through Forgot Passcode link on