Pratt User Guide

Transcription

1 Pratt User Guide This guide is to be used by Pratt Institute Faculty, Staff and Official Student Groups who want to request a campus public room for a class or an event. Technical questions and 25LIVE support: Contact 25live@pratt.edu,

2 Introduction to 25LIVE... 3 What is 25LIVE?... 3 Who Can Access 25LIVE?... 3 What Internet Browser should I use to access 25LIVE?... 3 How Do I Log into 25LIVE? LIVE Overview... 4 Log into 25LIVE LIVE Homepage... 4 Sections of the 25LIVE Homepage... 5 Dashboard Tabs... 5 Quick Search... 5 Find Available Locations... 5 Creating Favorites on the 25LIVE Dashboard... 6 Create an Event live Help... 6 Creating a Room Reservation... 7 Event Wizard... 7 Create an Event... 7 Creating Searches in 25LIVE... 8 Search for Events... 8 Search for Locations Search for Organizations Generate a Report in 25LIVE LIVE User Guide 2

3 Introduction to 25LIVE What is 25LIVE? Is a web-based scheduling and event planning system that schedules and monitors public room reservations for academic classes and events on the Pratt campus. The system is available 24/7 to place a room request and to view available public space on the Brooklyn and Manhattan campus. Who Can Access 25LIVE? Privileges in 25Live are directed by assigned security roles in the system. Current room request through 25LIVE: Faculty and Staff may request use of a class room, computer lab or event space. Public space is scheduled through the Registrar s office Departments space is scheduled by departments Official Student groups have to request room space through Student Involvement. Request for library room space and the Alumni Reading Room is requested through the library. Event space such is requested through Communications & Marketing. What Internet Browser should I use to access 25LIVE? Mozilla Firefox for Windows Google TM Chrome for Windows Apple Safari for Windows / MAC Mozilla Firefox for MAC Microsoft Internet Explorer for Windows (anything prior to v10) How Do I Log into 25LIVE? The 25LIVE user log-in is assigned by the Registrar s department to faculty, staff and approved student groups. Contact 25LIVE technology support: 25LIVE@pratt.edu 25LIVE User Guide 3

4 25LIVE Overview Log into 25LIVE After receiving the assigned username and password, log into 25LIVE. 25LIVE URL: Contact 25LIVE tech support with any issues into logging in, , Enter username & password 25LIVE Homepage Once logged into 25lIVE, the 25LIVE Home page has two viewing options: Dashboard and Calendar. The Dashboard will show up automatically. Here you can search for events and locations and create a room request. Once you choose your favorite locations or events, you can navigate directly to a favorite item. The Dashboard can be easily changed and personalized. Each area can be moved by clicking and dragging to a new location or expanded to view more information. Each of the components on the Dashboard assist in creating an event room request. 25LIVE User Guide 4

5 Sections of the 25LIVE Homepage The 25LIVE homepage is made up of several sections that will support a search for classes and events, and assist in determining what rooms maybe available when completing a room request. Dashboard Tabs The dashboard tabs represent the search and editing capabilities that are available. Each tab defines a specific section in 25LIVE. Quick Search Use the Quick Search area to search for an event or academic class or a specific room on campus. Type in keywords to view a specific class, event or room. Find Available Locations This is a quickest way to see what rooms are available. If you have a time and don t have a specific room, the Find a Location is the best option. If you want a specific room and can schedule an event around when the room is available, click on Choose a time!. 25LIVE User Guide 5

6 Creating Favorites on the 25LIVE Dashboard You have the option to create favorites in 25LIVE. You can create favorites for specific: class/event searches, room location searches, specific Pratt departments and organizations, and data reports. To create a favorite, click on the Events, Locations, Organizations, or Reports tab. Search for the item you want to make a favorite and click on the star next to the item. The Dashboard will show your Favorites. It will also show what you viewed recently in 25LIVE and list your event room request. Favorites will show up on the Dashboard Create an Event The Create an Event button will take you to the room request form in 25LIVE. Both the Create an Event button and the Event Wizard tab will direct you to the room request form in 25LIVE. 25live Help In each section of 25LIVE there is a help button. The help section outlines in detail how to use each 25LIVE. 25LIVE User Guide 6

7 Creating a Room Reservation From the 25LIVE Dashboard, you can access the room request form by: Clicking on the Event Wizard tab Clicking on the Create an Event button The room request form is made up of four parts: 1. Event status and room request fields - tells you what information fields have been completed. 2. Room request information area where you type in your room request, choose a time and date and a room location. 3. Information area displays specific instructions on how to fill out room request fields and displays information you have entered on the form. 4. Form navigation buttons allows you to see previous information entered and make changes and then save the request form when complete. Event Wizard Create an Event 25LIVE User Guide 7

8 Creating Searches in 25LIVE 25LIVE gives you several ways to search for information for events, locations and organizations. The searches in these areas also help you set up information to generate reports. Search for Events To search for a specific event by name, location or other parameters, click on the Events tab. Under the tab Search for Events, you can Search by Keyword. If you know the exact title of the event, or some of the title s key words, you can type it in and click Go. If you click More Search Options to the right of the Go button, you can also Search by Event Type, Organization or Category. If you click on the tab Predefined Event Searches, your R25 favorite searches will show up here. You can also see searches that other schedulers have made public. Advanced Event Searches enable you to customize your own search with multiple criteria and, more importantly, save those searches so that you can define them as Favorites and also use them to generate reports for specific space information. Click on the Advanced Event Search tab. 25LIVE User Guide 8

9 Click the New Search button and then click the Add Criteria button to choose the criteria for your search. Once you add a criteria, you may, in some cases, need to click on the pencil icon to narrow down a specific criteria. When you have added the criteria you wish to search, click Save to save the search and make it a favorite if you plan to use it frequently. It will also appear on your home dashboard. Click Search to perform your search. Each time you perform the search again from your saved searches or your home dashboard, it will redo the search with the latest information/data. 25LIVE User Guide 9

10 Search for Locations To search for a specific location by name, features or other parameters, click on the Locations tab. Under the tab Search for Locations, you can search by keyword, or click More Search Options to search by Category, Feature, Layout or Capacity. Pre defined Location Searches include your favorite searches. 25LIVE User Guide 10

11 Advanced Location Searches enables you to customize your own search with multiple criteria and, more importantly, save those searches so that you can use them as you Favorites as well as for generating reports on room locations. Click on the Advanced Location Search tab. Click New Search. Click Add Criteria to choose the criteria for your new search. Once you add a criteria, you may need to click on the pencil icon to narrow down that criteria. When you have added the criteria you wish to search, click Save to save the search and make it a favorite if you plan to use it frequently. It will also appear on your home dashboard. Click Search to perform your search. Each time you perform the search again from your saved searches or your home dashboard, it will redo the search with the latest information/data. 25LIVE User Guide 11

12 Search for Organizations To search for a specific department or Pratt organization by name, features or other parameters, click on the Organization tab. Under the tab Search for Organizations, you can search by keyword, or click More Search Options to search by Categories and Types. Pre defined Organization Searches include your favorite searches. Advanced Location Searches enables you to customize your own search with multiple criteria and, more importantly, save those searches so that you can use them as you Favorites as well as for generating reports on room locations. Click on the Advanced Location Search tab. 25LIVE User Guide 12

13 Click New Search. Click Add Criteria to choose the criteria for your new search. Once you add a criteria, you may need to click on the pencil icon to narrow down that criteria. When you have added the criteria you wish to search, click Save to save the search and make it a favorite if you plan to use it frequently. It will also appear on your home dashboard. Click Search to perform your search. Each time you perform the search again from your saved searches or your home dashboard, it will redo the search with the latest information/data. 25LIVE User Guide 13

14 Generate a Report in 25LIVE You can generate a report for data analysis in 25LIVE for events, locations and specific data analysis reports on overall space management. As an example, here is the listing for the Event Reports. Each report section has a list of reports to choose from. Once you choose a report, 25LIVE give you specific information on what type of report it is and what data will be available. Each report will give you a full description on the report, an example of what data is included on the report and how to deliver the report. The report parameters vary by report. For some reports the parameters may include specific saved search information from the Events, Locations and Organization tabs. You can use your saved searches for these types of reports. 25LIVE User Guide 14