25Live - Quick Guide

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Laureen Mason
6 years ago
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1 25Live - Quick Guide Location Search - Used for learning which events are happening in a specific building/area or finding room availability. Step 1: Select the Location tab Step 2: Type in a location keyword Keywords can be building names, room types or specific room numbers Step 3: Choose the view you would like to use List View: Shows a list of all spaces, and their features, that identify with the keyword. (Use when looking for specific features in a room.) Availability: Shows the daily availability for spaces that identify with the keyword. (Good when looking to reserve a room.) Calendar View: Shows a calendar with scheduled events for a specific date range. (Use when looking for frequency of events in a space.) Step 4: Click Load List 1

blue dates, use calendar widget to select new date - Dark green blocks are the actual event times, light green

2 Things to note on this page: - Each view defaults to a different date/range List View: no date associated Availability: today s date Calendar: One week, starting on today s date * Change the date/range by clicking on the blue dates, use calendar widget to select new date - Dark green blocks are the actual event times, light green blocks denote setup and tear down times. - All white/grey space is available for booking Hover over events to view more information 2

25Live Searching - Quick Guide Event Search - To learn details about a specific event Includes date, time, location and organizer details Step 1: Select the Events tab Step

3 25Live Searching - Quick Guide Event Search - To learn details about a specific event Includes date, time, location and organizer details Step 1: Select the Events tab Step 2: Type in an event keyword Keywords are words that are in the event name/title Do not use building or room numbers in this keyword search, those would be used in a location search. Less is more. Try typing in one or two words to search Items to note on this page Events and Classes will display when using keywords Those events that have been cancelled will be noted in this view Depending on quantity of events, there could be multiple pages to view (bottom right corner) Click on event name to view more details 3

Creating an Event If you have trouble, you can always contact reserve@linfield.

others will search for your event. Limited to 40 characters. Event Title for Published Calendars - Title that will be published on the Linfield.edu calendar, if selected to publish.

4 Creating an Event If you have trouble, you can always contact Note: you are limited to booking no more than 180 days (6 months) in the future Step 1: Select the Event Wizard Tab Step 2: Fill in the fields Event Name - Be specific, this is how others will search for your event. Limited to 40 characters. Event Title for Published Calendars - Title that will be published on the Linfield.edu calendar, if selected to publish. No limit to characters. Event Type - Choose the one that best describes your event Primary Organization - Linfield department, club, class that is responsible for event Step 3: Click Next - Selecting save here will not create your event, you must finish all pages of information prior to saving 4

Step 4: Expected Attendance 25Live will use your expected headcount to ensure that you fit within the rooms selected.

If you will not be publishing to a calendar, you may leave this section blank Step 6: Event Repeats and Time If your event repeats, select yes.

These are the times that will be published for attendees to see Setup Time: The time needed for service providers to setup your space.

5 Step 4: Expected Attendance 25Live will use your expected headcount to ensure that you fit within the rooms selected. Step 5: Event Description These are the details that will publish on the public event calendar. Use the editing tools to format text and/or pictures. If you will not be publishing to a calendar, you may leave this section blank Step 6: Event Repeats and Time If your event repeats, select yes. Otherwise, select no. Be honest with your event start/end times. These are the times that will be published for attendees to see Setup Time: The time needed for service providers to setup your space. For example: tables, chairs, laptops, etc. Pre-event Time: The time needed for you to setup the room. For example: registration paperwork, PowerPoint review, etc. ALWAYS choose Ad Hoc Repeats for reoccurring events - You may choose as many days/dates as you would like - The system will alert you to any future conflicts 5

Step 7: Select Location Search by location keyword, like we did on the location tab Spaces that are available for the times that you specified will be noted with a green checkmark.

6 Step 7: Select Location Search by location keyword, like we did on the location tab Spaces that are available for the times that you specified will be noted with a green checkmark. Spaces that are unavailable will have a red caution symbol Click on the space that you would like to use. If your space does not appear on the right side, it has not been selected. You must specifically click on the space in order to make the reservation. Step 8: Select Resources These are the people and things that help make your event successful. For example: Tables, Chairs, EMS, Calendar Requests Note: PDX has items in 25Live as well. Unless your event is on the Portland Campus, do not select their items Just like locations, items must clicked on to list on the right hand side for them to be reserved. Step 9: Additional Event Information Complete the fields, if necessary, otherwise feel free to skip. 6

7 Step 10: Event Contact 25Live will default to you as the scheduler and requestor. Feel free to change and/or add additional contacts. This is who will be contacted if there are questions regarding your event. Step 11: Categories and Requirements Select all that apply. If none apply, you will need to at least select the letter J box. Step 12: SKIP THIS PAGE Please DO NOT check this box. We at Linfield have decided to use resources for calendaring. This page is how 25Live was originally designed. It will prevent your event from being seen by anyone, including service providers. Your event will not publish to an online calendar unless you have specifically requested a calendar resource. 7

Service Providers will be in touch with any questions.

8 Step 13: Comments Leave any comments for Service Providers or the Conferences Team. Step 14: Agree and Save Your event has been submitted! Pending any resource or location approvals. Service Providers will be in touch with any questions. As a reminder Feel free to contact the Conference & Event Planning Office for additional assistance. We are here to help! Reserve@linfield.edu or

Instructions for Using CuestaView

Instructions for Using CuestaView CuestaView is Cuesta College s new room information system. With it you can view room availability and features (size, furniture, equipment, etc.). If you are a Scheduler