25Live Room Scheduler Reference Guide ICIT Technology Training and Advancement
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1 25Live Room Scheduler Reference Guide ICIT Technology Training and Advancement Updated on 11/18/2015
2 Table of Contents Log In Live Interface... 3 Page Tabs... 3 Page Views... 4 Customize the Home Page... 4 Using 25Live... 6 Search for a Space... 6 Find Available Location:... 6 Quick Search... 7 Search for Events... 8 Advanced Search... 8 Star an Item View Starred Items Room Availability Grid (Calendar) Scheduling Events/Rooms Schedule Using Quick Search Schedule by Resource Change a Scheduled Event Approve/Deny Events Troubleshooting Pages not Updating
3 Log In Step 1. You can log into 25Live by going to uww.edu/reserve. Step 2. Click the Sign In button located in the bottom left or top right corner of the page. Step 3. Enter your Net-ID and password, then click the Sign In button to continue. 25Live Interface Page Tabs Home: Provides the user with an overview of the different features of 25Live. From the home page you can quickly search for available rooms, view a list of events, and star favorites. Event Wizard: The event wizard allows you to quickly schedule events using an event wizard screen. Required fields must be filled in to schedule the event. Events: Search for scheduled events on campus. Locations: Search for room locations and availability. Resources: Search for rooms available based off of resources in that room, such as projector, number of seats, etc. Organizations: Search for rooms available based on department or college. Reports: Create and run reports based on room usage, events, and resources. 3
4 Page Views From the home page, use the Dashboard and Calendar tabs, located on the right side of the page, to switch between views. Customize the Home Page Step 1. From the 25Live home page, click the Customize Dashboard button located in the top right side of the page. Step 2. Using your mouse, drag and drop a dashboard element into its new location. If you wish to completely remove a dashboard element box from the home page, drag and drop the box into the light grey box at the top of the page. 4
5 Step 3. Click the Done button in the top right corner of the page to save your changes. Click the Reset Dashboard button to return your dashboard elements to their default location. 5
6 Using 25Live Search for a Space Find Available Location: Step 1. From the main 25Live home page, locate the Find Available Location dashboard element box. Step 2. Click the appropriate link to search for rooms available by time or by location. I know WHEN: Allows you to select a space available based on date/time. I know WHERE: Allows you to select a space based on building/room location. Step 3. Enter the appropriate information in the boxes available. Click the Show me what s available or Go button to search for rooms. See Room Availability Grid to view a description of the grid and its features. 6
7 Quick Search Step 1. From the 25Live home page, enter the item s name in the events, locations, or resources search box. Press the Go button to view search results. Use the up/down arrows to the right of the page to view the availability of each room in that building. Click the room s name to view that room s calendar. Click the icon to the left of the room s name to mark this location as a favorite. Starred favorites will show up under the favorite s dashboard box on the home page. See Room Availability Grid to view a description of the grid and its features. 7
8 Search for Events Step 1. From the 25Live home page, enter a keyword in the search box of the Quick Search dashboard element box. Press the Go button to find results. The availability grid will display the results of the event search. Click the event s name to view more information about that event. Click the icon to the left of the event s name to save that event as a favorite to your home page. Advanced Search Using the tabs across the top of the page allows you to conduct advanced searches of locations, resources, events, and organizations. Step 1. From the 25Live home page, select an item tab located across the top of the page. 8
9 Step 2. Type a keyword to search or click the More Search Options link to enter multiple search options. Step 3. Click the Edit link next to each category name to narrow down your search options. You can select as many categories as you would like. Click the DONE button to save your selection. Step 4. Click the GO button to see results. 9
10 Star an Item Starring a room, location, or event allows you to save that item as a favorite to your home page. Step 1. Using one of the search methods found on the home page, locate the space you would like to save as a favorite. Step 2. Click the button to the left of the item s name to save that item as a favorite. Click the button again to remove the item from your starred favorites. View Starred Items Step 1. From the 25Live home page, locate the dashboard element box that lists your starred location, resource, or event. Step 2. Click the starred item s name to view its availability calendar. See Room Availability Grid to view a description of the grid and its features. 10
11 Room Availability Grid (Calendar) Once you have submitted a search item you will be presented with the room or building availability grid listing the dates and times that space is available. The Date column shows the date that space is available. The row across the top of the grid shows what times are available for that date. Grid Features: Tabs: Use the Details, List, Availability, and Calendar tabs, located in the top right, to switch between different views. Dates: Click the date link to set a start and end date to display. Click the right/left arrows to view past/present weeks. Weekdays: Allows you to select which days you would like displayed in the availability grid. Same-Day Event View: Allows you to separate the views for easier viewing. Actions: Star locations, create an event, print a report, or subscribe to room RSS feed. Refresh: Refresh the screen to show the latest information. What is this: Gives a brief overview of what you are seeing. View the help files for this page. Exit out of the results page and return to the home page. 11
12 Click the Calendar tab to view the room s availability in calendar view. Click the Availability tab to return to the default grid view. The List and Details view options are also available to display events using different layouts. 12
13 Scheduling Events/Rooms Schedule Using Quick Search NOTE: Events scheduled will be sent to the individual authorized to approve the use of the space before being confirmed. You can schedule an event by using the search options on the home page to locate a location or use the Event Wizard tab to find a space that meets your requirements. Step 1. From the 25Live home page, select a search method and locate the space you wish to schedule. Step 2. Hover your mouse over an available date and time to reveal the (create event) button. Click the button to trigger the event wizard. Step 3. Enter an Event Name in the available text box. Step 4. Enter an Event Title in the available text box. Step 5. Select the drop down for the Event Type field box (see Note). Step 6. Select the drop down for the Primary Organization field box. Step 7. After all required fields are filled out, select Next Note: Use the up/down scroll bars on the right side of the page to proceed. Note: The element boxes with a required fields. (star) are 13
14 Step 8. Enter the expected head count. Step 9. Enter an event description. Step 10. After all required fields are filled out, select Next Note: The element boxes with a required fields. (star) are Step 11. Select if the event has more than one occurrence. Step 12. Select the Next button 14
15 Step 13. Select the calendar display for the Event Start Date Step 14. Select the Start time (including any Setup time) Step 15. Select the calendar display for the Event End Date Step 16. Select the End time (including any takedown time) Step 17. If the event requires a Setup or Pre-Event time select yes. If Setup or Pre-Event Time is selected to Yes, select how many days, hours and minutes are needed Step 18. If the even requires a Post-Event or Takedown time select yes If Post-Event or Takedown time is selected to Yes, select how many days, hours and minutes are needed Step 19. Select the Next button Step 20. If you know the Location Name (ex HH1306) enter it into the text box. If you are unsure of the room number but know the building you would like to use, enter the name of the building in the text box (ex: Hyland). Find the room that best fits your needs and select it by clicking on it. However below are other search options available to you: a. If you would like to select one of your Starred Locations, select the Your Starred Locations and put your curser in the text box and select the location you want to use. You can further narrow down your list by selecting the No time conflicts check box and/or enforce head count checkbox. b. You could select Saved Searches which will give you the option to select Your Starred Searches, All of your Searches, and Public Searches. Once you select one of those 15
16 options the box to the right will display any saved searches. Select one. Find the room that best fits your needs then double click. c. If you do not have a room or a building preference, but have certain features you need the room to have, select Advanced Search and enter in Features, Categories, Layouts, and capacity. Then select search Step 21. Select Enforce head count if you want to ensure no rooms are selected that are smaller than the head count listed. Step 22. Select the Next button. Step 23. The scheduler will auto default to your name. If you want to change the scheduler you can. However, if you are scheduling the room your name should be in this field. Step 24. The Requestor will auto default to your name as well. If you are scheduling a room for someone else, you will want to enter their name in this field. Step 25. Click the Next button. 16
17 Step 26. Select Categories for this event Step 27. Click the Next button. Step 28. Enter Confirmation Notes, if necessary Step 29. Click the Next button. 17
18 Step 30. Verify or change the Event State. It will auto-default to Confirmed, but if the request requires approval that does NOT mean that the Event has been approved. Step 31. Select the Save button. Step 32. After saving an event, you will should see: This event has been successfully saved. No Required Approval: If there are no follow up messages above the What s Next? section it means that the request does not require an approval. Therefore the location is automatically approved. Required Approval: If the request requires approval, you will see: Location Requests Pending Approval in the Here s Some Information about your Event section. This means that someone has to approve this request before you are officially assigned the location. In addition, you are presented with a number of additional options. View Details: Allows you to review the details of your event. Does not require approval Requires Approval 18
19 Edit: Allows you to make changes to your scheduled event. Allows you to the event details to other recipients. Print Confirmation: Print the event confirmation for your records. Add to Starred: Allows you to save this event as a favorite on your home page. Schedule by Resource Use the Resources tab to search for available rooms based off of resources available in that room. Step 1. Click the Resources tab from the menu across the top of the page. Step 2. Enter the name of the resource you would like to search for. Ex. DVD or Projector. Click the GO button to continue. NOTE: Click the Pre-Defined Resource Searches tab to see and select resources from a list of predefined resources or view starred resources. 19
20 Change a Scheduled Event Use the instructions below to change information related to a previously scheduled event. Step 1. Using your starred favorites or one of the event search options, locate your scheduled event. Step 2. Click the Edit this Event button in the top toolbar. Step 3. Make your desired changes to the event. When complete, click the (Save) button to save your changes. 20
21 Approve/Deny Events NOTE: Only people with event approval permissions are able to approve or deny scheduled events. Step 1. Form the 25Live home page, locate the Tasks dashboard element box. Step 2. Locate and click on a task link. Step 3. Click the event name to view its details. Step 4. Click the Approve or Deny link to approve or deny the space request. To change the approval status, click the + symbol under the More Actions column. 21
22 Troubleshooting Please the helpdesk at for help using 25Live. Pages not Updating Changes made to the 25Live system may not display immediately on the page. To view changes immediately, click the (refresh) button located on the page. This button typically appears in the top right corner of a dashboard element box on the home page or the top right corner of a search results window. 22
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