This Guide will explain how to

Transcription

1 Welcome to VEMS 1

2 This Guide will explain how to Log in 3-4 Change your password. 5-6 Request a room Single occurrence VS. Recurring. 8 With Services..10 Reservation Details Reservation Request Submitted. 13 View, edit, and cancel reservations To view your reservations.. 13 To edit your reservation or booking 14 2

3 HOW TO LOG IN 1. Navigate web browser to: 2. Type user - The written on the submitted VEMS Contact form 3. Type password - First time user: Contact Audrey Lai to reset your password 4. Click Sign In 3

4 After logging in, you will be directed to the VEMS home page. The following are available 4. The ability to search for upcoming bookings or see them in a monthly view. 1. The reservation templates you can use to request a room 2. The ability to request a reservation 3. The ability to manage your account settings 5. The ability to browse for available space 4. Any bookings you have the day you log in 4

5 HOW TO CHANGE YOUR PASSWORD 1. Click your name or the icon of a person. -A drop down menu will appear 2. Click My Account 5

6 6. Clicking Home returns you to the VEMS home page 3. Type current password - New user: Enter your preferred password information. 5. Click Save Changes at the bottom of the page. 6

7 HOW TO REQUEST ROOM RESERVATIONS Reservations can be requested 2 ways 1. Click Create a Reservation 2. Click Book Now in the appropriate template line Template explanations can be found below and online by clicking About WC Performance Venues: This template contains Event Locations and reservation requests must be submitted 30 days prior to the desired reservation date. WC Self-Service Rooms: This template contains conference rooms and classrooms. Reservation Requests must be submitted 3 days prior to the desired reservation date. WC Supported Reservations: This template contains all rooms (conference, classrooms, dance studios) except for select Event Locations. Reservations requests must be submitted 8 days prior to desired reservation date. Douglass Community Kitchen: This template contains the Douglass Community Kitchen. Reservation requests must be submitted 5 days in advanced. 7

8 3. Input the following criteria Date (dependent on the template) Start and End time of event Time Zone (this will always be Eastern) Desired location 4. Click for single meeting - Click for a recurring meeting 5. The following pop-up window will appear. - Input recurring date data - Click Apply Recurrence 6. Location can be searched for 3 ways: - Click Add/Remove - Click Let me search for a room - Click I know what room I want LOCATION NOTE: If you do not know the name of the room or building, but do know the TYPE of room, use Let me search for a room 8

9 6. List of available rooms will populate here 9. After selecting the desired location, click Next Step NOTE: The green bar to the right illustrates how well each room meets the search parameters you set. You can also see a grid view clicking on Schedule. 7. Select a room by clicking the icon 8. Once you have selected your room, a pop-up window will appear. Input the number of attendees and click Add Room 9

10 TO SELECT SERVICES FOR A MEETING OR EVENT 1. Click Next NOTE: If you are using WC Performance Venues or WC Supported Reservations templates, you will be directed to this webpage. -Services cannot be added during the Room Reservation Request process. Please contact your organization s advisor if your event requires services. 10

11 Reservation Details For room reservation request without services 1. Input name of the event 2. Choose event type from the drop down menu 3. confirm Client is the name of your organization 4. Choose contact from drop-down menu 5. Include any information or description about event for Reservation Coordinator 6. Check the checkbox to confirm you read the terms and agreements 7. Click Create Reservation 11

12 Reservation Details For room reservation request with services 1. Input name of the event 2. Choose event type from the drop down menu 3. confirm Client is the name of your organization 4. Choose contact from drop-down menu 5. Complete the following questions 6. Check the checkbox to confirm you read the terms and agreements 7. Click Create Reservation 12

13 Reservations request submitted 1. A pop-up will appear to confirmed the request has been submitted. 4. Clicking Home returns you to the VEMS home page 2. Click OK 3. You have to option to add the tentative reservation to your calendar. A reservation is not confirmed until you receive a confirmation NOTE: A submitted room reservation request through VEMS does not indicate a confirmed room reservation request. The Reservation Coordinator will send the listed contact a confirmation or cancellation when the submitted room reservation request has been processed. 13

14 TO VIEW YOUR RESERVATIONS 1. Click My Events 6. Toggle between Reservations and Bookings view 3. Click to include cancelled reservations 5. Toggle between Current and Past view 4. Status will be listed here. 2. Reservations will appear here WC Web Self-Service: Submitted request; will not receive services WC Web Service: Submitted request; has the option for services WC Confirmed Self-Service: Confirmed reservation; no services available WC Confirmed: Confirmed reservation; has option for services 14

15 TO EDIT YOUR RESERVATIONS 1. Click name of reservation to edit or cancel reservation 2. Click to edit reservation information - Event Name - Event Type - Client Information - Contact Information 4. Click to add additional bookings 3. Click to open a new web page for you to edit -Date -Location -Time NOTE: Editing a RESERVATION (step 2) changes or cancels all booking in a recurring set. To edit ONE SPECIFIC BOOKING, please go to step 3 15

16 TO CANCEL YOUR RESERVATION 1. Click to Cancel reservation 2. Click to cancel specific booking 3. A pop-up will appear, select the reason for cancelling from the drop-down menu 4. Input any notes NOTE: Cancelling a RESERVATION (step 1) changes or cancels all booking in a recurring set. 5. Confirm booking or reservation cancellation To cancel ONE SPECIFIC BOOKING, please go to step 2 16