Jewish Federation of Metropolitan Chicago. Author DP 3/23/2010 5/17/2010 2/6/2012 Reviewer Approver Publisher

Transcription

1 VIRTUALL EVENT MANAGEMENT SYSTEM EVENT MANAGEMENT SYSTEM TRAINING RELEASE 2. 0 Jewish Federation of Metropolitan Chicago 30 South Wells Chicago, IL 60606

2 Jewish Federation of Metropolitan Chicago Rev 1 Rev 2 Rev 3 Author DP 3/23/2010 5/17/2010 2/6/2012 Reviewer Approver Publisher COURSE SUMMARY Course Description This is a course for all new users of the Virtual Event Management system. Audience and Prerequisites The Virtual Event Management System training is for authorized employees of JUF/JF of Metropolitan Chicago and affiliate agencies who will use this site to view information on JUF/JF meeting facilities and make reservations for rooms and services. There are no prerequisites for this course. Time Requirements and PSDP Credits The course is scheduled for two hours and all JUF/JF attendees will receive a PSDP credit of two hours. Page 2 ISS JUF Training Documentation Release 2.0

3 Virtual Event Management System TABLE OF CONTENTS INTRODUCTION TO THE VIRTUAL EVENT MANAGEMENT SYSTEM... 4 LOG IN... 5 LOG OUT... 6 THE VIRTUAL EMS MAIN PAGE... 6 BROWSE MENU... 7 BROWSE EVENTS... 7 BROWSE FACILITIES... 8 Setup Type... 9 Room... 9 BROWSE FOR SPACE LOCATE GROUP RESERVATIONS MENU ROOM REQUEST SERVICE ONLY REQUEST VIEW MY REQUESTS MY ACCOUNT LOG OUT EDIT MY ACCOUNT APPENDIX I ROOM SETUP DIAGRAMS ISS JUF Training Documentation Release 1.2 Page 3

4 Jewish Federation of Metropolitan Chicago INTRODUCTION TO THE VIRTUAL EVENT MANAGEMENT SYSTEM The Virtual Event Management System is a website that authorized employees of JUF/JF of Metropolitan Chicago and affiliate agencies can use to view information on JUF/JF meeting facilities and make reservations for rooms and services. The Virtual EMS website, can be accessed 24 hours a day, 7 days a week from any internetenabled computer. Information available on the website includes calendars of events, schedules, information on room setups, maximum room capacities and room availability for all JUF/JF meeting facilities in the Chicagoland area. 1. Who Can Use Virtual EMS? JUF/JF and affiliate agency staff must have their department s permission to use Virtual EMS. When the Facilities Corporation is notified of a new user, a Virtual EMS account is created and a User ID and a temporary Password are assigned. The new user may then change the password to a permanent password. All passwords are stored in the EMS system so they can be retrieved if lost or forgotten. 2. What Can Virtual EMS Be Used For? Authorized users can view all the room schedules and other information available on the website, and can make reservations for rooms and services at the following JUF/JF facilities (See Table 1): Table 1 List of Facilities Rooms Facility Name Available Restrictions Lillian and Larry Goodman Conference Center, 6 th Floor, 30 South Wells, Chicago Room 6103 restricted to authorized Executive Staff. 30 South Wells, Chicago 3 rd, 4 th and 5 th Floor conference rooms 216 West Jackson, Chicago 6 th, 7 th and 8 th Floor conference Department conference rooms restricted to individual JUF/JF departments. Restricted to Facilities Corporation, JCFS and JVS. Page 4 ISS JUF Training Documentation Release 2.0

5 Virtual Event Management System Anita Stone JCC, Flossmoor Bernard Weinger JCC, Northbrook Elaine Frank Apachi Day Camp, Lake Zurich Kersten Children s Center, Northbrook rooms 101, 102, 103, 105, 106 All reservations approved by South Suburban Community Service Coordinator. 207 & 214 Room 214 restricted to JVS. 126 Available when day camp is in session (June August). Two Restricted to JCFS. Conference Rooms Room restrictions mean that a particular room is only available to certain individuals or departments. Website users will be unable to directly book rooms that are unavailable to their department or supervisor, though they may still use Virtual EMS to request these rooms. For more information on Web Reserved meetings and Web Requested meetings, see the section on Room Requests (Page 11). 3. How Can I Get Started With Virtual EMS? Once your account is set up, you can log in and log out of Virtual EMS using the procedures described below. LOG IN First, go to the JUF/JF Virtual EMS website by accessing Internet Explorer and going to the Virtual EMS web address: The screen will display the introductory Welcome Page. Figure 1 Login Screen ISS JUF Training Documentation Release 1.2 Page 5

6 Jewish Federation of Metropolitan Chicago 1. On this page, hover the mouse over My Account and Log In will appear. Click on Log In and enter your User Id ( address) and Password in the spaces provided. 2. Click the Login button. The screen will now display the Virtual EMS Main Page. The Main Page functions are described on Page What if I forget my password? Click the me my password link below the User ID and Password spaces. An containing your password will be sent to your address (UserID). See Figure 1 above. LOG OUT 1. To log out of Virtual EMS at any time, go to the My Account dropdown menu at the top of any page and click on Log Out. 2. To log back in, click on My Account>Log In. THE VIRTUAL EMS MAIN PAGE Once you are on the Virtual EMS Main Page, you will see four items. See Figure Browse 2. Reservations 3. My Account 4. Help Figure 2 Menu Bar These menus have the following functions: 1. Browse Menu View information and event calendars to help you choose dates, times and rooms for your events. 2. Reservations Menu Make, edit and track your own room and service reservations. 3. My Account Menu Edit your account profile and log out when you are done using Virtual EMS. 4. Help The Help button will open this user documentation. The next sections describe the functions of each menu in detail and explain how to use them. Page 6 ISS JUF Training Documentation Release 2.0

7 Virtual Event Management System BROWSE MENU The Browse dropdown menu contains four submenus: 1. Browse Events 2. Browse Facilities 3. Browse for Space 4. Locate Group Each of these menus displays information on JUF/JF meeting spaces that can be used to help plan events. BROWSE EVENTS The Browse Events page displays events by day, week or month in either list or calendar format (See Figure 3). The default view is Monthly Calendar. List Format: Figure 3 Browse Events 1. To view events in List Format, click on the daily, weekly, or monthly list tabs or click on the Today link for a list of today s events. 2. To view the list by Date, Location or Group, click on the buttons below the date. 3. To sort the list by Start Time, End Time, Title, Location or Group Name, click on the column heading. ISS JUF Training Documentation Release 1.2 Page 7

8 Jewish Federation of Metropolitan Chicago 4. To restore the list to the original order, click the column heading again. Calendar Format: To view events in Calendar Format, click on the weekly or monthly calendar tabs or click on the This Week or This Month links for a calendar of the current week s or current month s events (See Figure 2). The following actions can be done in either List or Calendar format: To Change the Date: 1. Move the date forward by clicking on the right arrow next to the date heading. 2. Move the date backward by clicking on the left arrow next to the date heading. To View Event Details: 1. Move the cursor over the event name and click. A box showing event details will appear. To Search for Events with Specific Features: 1. Click on Filter. 2. Choose the feature(s) you wish to search for Facility, Room, Event Type, Event Name, Group Name, or Group Type. 3. Click on Apply. 4. You will be shown a list or calendar showing events that meet the search criteria you entered. BROWSE FACILITIES The Browse Facilities page displays a list of rooms available in each building with setup and capacity information for each room. 1. Setup refers to the way tables are arranged in the room. 2. Capacity is the total number of people a room can accommodate with a given setup type. Browse Facilities information can be sorted either by Setup Type or Room. Page 8 ISS JUF Training Documentation Release 2.0

9 Virtual Event Management System SETUP TYPE Figure 4 Setup Type 1. To view facilities information by Setup Type click on the Setup Type button. The list shows all Locations where the setup type is available and the Maximum Capacity for each (See Figure 4). 2. To see a list of all Setup Types and Capacities available for a specific room mouse over the room number in the Location column. 3. To sort the Setup Types by Location or Maximum Capacity click on the applicable column heading. 4. To restore the list to the original order click the column heading again. ROOM 1. To view facilities information by Room, click on the Room button. In addition to the Building and Room Number, the list will show all Setup Types available for each room and the Maximum Capacity for each Setup Type (See Figure 5). 2. To see a list of all Setup Types and Capacities available for a specific room mouse over the room number in the Location column. ISS JUF Training Documentation Release 1.2 Page 9

10 Jewish Federation of Metropolitan Chicago 3. To sort the Rooms by Setup Type or Maximum Capacity click on the applicable column heading. 4. To restore the list to the original order click on the column heading again. Figure 5 By Room The following actions can be done in either Setup Type or Room format: To see Location Details and Pictures of Setups: 1. Click on the building address and room number in either the Room or Location column. 2. To enlarge a picture, double click on it. To Search for Specific Facilities and Room Types: 1. Click on Filter. 2. Choose the Facility or Room Type from the dropdown menu and click Apply. BROWSE FOR SPACE The Browse for Space page displays a grid showing room availability on a daily basis (See Figure 6). Page 10 ISS JUF Training Documentation Release 2.0

11 Virtual Event Management System Figure 6 Browse for Space 1. The left hand column lists all rooms available for meetings by building. 2. The top of the grid shows one hour time periods from 8:00 a.m. to 11:00 p.m. 3. If a single room or combination of rooms is in use at a particular time, that time slot will be tinted either blue (single rooms) or gray (combination rooms) and will display the title of the meeting. 4. If no meeting is taking place in a room(s) at a particular time, the time slot will be clear, meaning that the room(s) is available for new reservations during that time period. To Change the Date: 1. To scroll forward to the next day or backward to the previous day, use the arrows to the left of the date. 2. To change the hours shown on a given date, use the arrows on the top right corner of the table. To See Meeting Details: 1. Place the cursor over the meeting title and a box showing meeting details will appear. To See Room Details: 1. Click on the room number or name in the left hand column. ISS JUF Training Documentation Release 1.2 Page 11

12 Jewish Federation of Metropolitan Chicago To Search for Specific Dates, Buildings or Room Features: 1. Click on Filter in the upper right hand corner. 2. Choose the feature(s) you wish to search for from the dropdown menus. 3. Click on Apply. 4. You will be shown a grid listing the rooms that meet the search criteria you entered. LOCATE GROUP The Locate Group page allows you to see what events are taking place today for specific departments and organizations. Figure 7 Locate Group To see the events taking place today for a specific department or group: 1. Click the Locate button. 2. The screen will display a list of departments and organizations. 3. Click on the name of the group whose events you want to see and a list of the group s events for the day will be displayed (See Figure 7). RESERVATIONS MENU The Reservations dropdown menu contains three submenus: 1. Room Request 2. Service Request 3. View My Requests Page 12 ISS JUF Training Documentation Release 2.0

13 Virtual Event Management System These screens are used to make and edit reservations. ROOM REQUEST The Room Request page is used to make and edit room reservations. There are eight steps to reserving a room. For each step, you will need to enter information about your meeting in the appropriate place on the Room Request form: When and Where Fill in the date, time and location of the meeting. Setup Information Fill in the number of people attending and type of room setup required. Availability Filters (Optional) Choose audio visual equipment and other room features the meeting requires. Find Space Submit the information by clicking the Find Space button. A list of available rooms that meet the specifications will be displayed under Selected Locations. Location Tab Choose a room from the list. Details Tab Fill in the meeting details and request the equipment and services required. Submit the Reservation Click on the button to submit your request. Calendar Invitations and Availability This is a new feature. Click on Add to Calendar and a new Find Attendee feature will be available. Please note that this is only connected to the JUF Global Address and only JF/JUF contacts may be invited through this feature. Step 1. When and Where Section Fill in the information requested in the box on the left side of the screen. Fields that have a red asterisk next to them are required. Other fields are optional and may be filled in later (See Figure 8). Add to Calendar/Send Invitations Check the box if you want to add the meeting(s) to your Outlook calendar and automatically invite attendees. 1. Date Fill in the date of the event, or click on the calendar icon and choose the desired meeting date. ISS JUF Training Documentation Release 1.2 Page 13

14 Jewish Federation of Metropolitan Chicago 2. Recurrence Use this feature if you are making reservations for a meeting that recurs at the same time on a regular basis (see below). If this is a one time meeting, go to 4. Start Time and End Time. Figure 8 When and Where Using the Recurrence Feature An example of a recurring meeting would be a staff meeting that occurs on the last Friday of every month. This feature is helpful because it allows you to make several reservations at the same time. To use the recurrence feature complete the following information: 1. Time: Enter the start and end time for the meetings. 2. Recurrence Pattern: Choose daily, weekly or monthly. 3. Recur Every : Enter interval in days, weeks or months the meeting will occur and check the appropriate box for the day on which the meeting occurs. 4. Range of Recurrence: In the Start Date box, enter the first date the regular meetings will be held; then choose either End After: and fill in the number of times the meeting will take place; or End By: and fill in the date of the last meeting in the series. 5. Apply Recurrence: Click the Apply Recurrence button (See Figure 9). Figure 9 Recurrence Page 14 ISS JUF Training Documentation Release 2.0

15 Virtual Event Management System 6. The recurrence data entered will now appear at the top of the When and Where box. Fill in the Start Time, End Time, Facility, Attendance and Setup Type information. 7. Click on Find Space. An Availability table will appear, listing rooms that fit the meeting criteria. The Available column shows the total number of meetings to be scheduled and the number of these dates the corresponding room is available. For example, in the table shown at left, Rooms 6103, 6102 and 6101 are available on 7 out of 8 dates. Rooms 6117, 6117/6118, 6118, 6115, 6115/6116 and 6116 are available for 6 out of the 8 dates, and Rooms 6116/6117 and 6116/6117/6118 are available for 5 out of 8 dates. To see the specific dates that are not available, hold the cursor over the numbers in the Available column. In this example, Room 6118 is not available on 9/1/2009 because the room is already booked. The room is also not available on 4/6/2010 due to Violates building hours. In this case, a look at the Event Schedule shows that 4/6/2010 is the last day of Passover; therefore, the 30 S. Wells building is closed all day. Using this information, the web user can choose Room 6118 for the 6 available dates and then use the Add booking link on the Reservation Details screen to choose rooms for the two remaining dates. 8. Start Time and End Time Fill in the start and end times for the meeting or click on the clock icon and choose the desired times. 9. Facilities Use the dropdown menu to choose the desired meeting location. 10. Start Time and End Time Fill in the start and end times for the meeting or click on the clock icon and choose the desired times. 11. Facilities Use the dropdown menu to choose the desired meeting location. Step 2. Setup Information Section Attendance Fill in the anticipated number of people who will attend the meeting. Setup Type Use the dropdown menu to choose a room setup for the meeting. Step 3. Availability Filters (Optional) The Availability Filter may be used to have Virtual EMS to select only rooms that are outfitted with certain features or equipment. If this ISS JUF Training Documentation Release 1.2 Page 15

16 Jewish Federation of Metropolitan Chicago feature is not needed, skip to Step 4. To use the Availability Filter, follow these steps: 1. Features Click on the double arrows at the right side of the Availability Filters header to show the Features list. 2. Check the box next to each item needed for the meeting. You can use the scroll bar to view all the features. 3. Reserving Features Please note that checking these items does not mean that they will be automatically reserved for you. Checking features under the Availability Filter means only that the system will not choose rooms that do not support these features. To reserve specific equipment and/or services ( Resources ), use the Details tab described in Step 6. Step 4. Find Space 1. Check Entries for Steps 1 3. When satisfied that the When and Where, Setup Information, and Availability Filters sections are complete, move on to the next step: 2. Click the Find Space button. All available rooms with the minimum setup capacity and features needed to accommodate the event will be displayed in the Selected Locations Section on the right side of the screen under the Location tab. 3. The results will be displayed in list form, though they may also be displayed in grid form by clicking the grid button. The table below describes how each view works (See Table 2): Displaying Rooms in List View The screen will display a list of available rooms that have the features requested and meet the capacity requirements for the meeting. To see Location Details for each room click on the room number. Displaying Rooms in Grid View The screen will display a grid showing the meeting schedule for each room that meets the requirements for features and capacity. To see Location Details for each room click on the room number. Table 2 List and Grid View Items to Check if You Receive No Space Available Matching Your Criteria Error Message After Clicking Find Space. There are several reasons why this error message might appear: Page 16 ISS JUF Training Documentation Release 2.0

17 Virtual Event Management System 1. Incorrect Times: Check your meeting times to make sure you have not inadvertently entered an incorrect time or a time when the building is not open. For example, entering 2:00 a.m. instead of 2:00 p.m. 2. Incorrect Dates: Check your requested date to make sure it is not a holiday or a weekend. 3. Less Than 48 Hours: Make sure that you are not requesting a date or time that is less than 48 hours prior to the date of the meeting. These meetings are considered last minute and you will have to contact Room Reservations directly to see if the meeting can be set up. 4. Rooms Already Booked: Check Browse Events to see if all rooms are booked at the date and time requested. Step 5. Location Tab 1. Choose a Room. Determine which of the rooms shown works best for your meeting and select it by clicking on the icon in the left hand column. The selected room will appear at the top of the Selected Locations box (See Figure 10). 2. If there is a conflict with the room at the time selected, it will be described in the Conflict column at the far right. If there is no conflict, the word Reserve will appear in the Status column. 3. To change rooms, click on the icon in the left column to delete the selected room, go back to the list of available rooms and click on the icon for the new room. Note: Once a room has been deleted from the list, it cannot be retrieved except by clicking Find Space over again. Figure 10 Room Selection ISS JUF Training Documentation Release 1.2 Page 17

18 Jewish Federation of Metropolitan Chicago Step 6. Inviting JF/JUF Attendees 1. Click inside the Find Attendee box. 2. Type a last name followed by a comma and then a first name. 3. Click on the spy glass to search. 4. Depending on the name, either the name will be added to the location tab information or a list will appear. Select a name from the list by clicking on the green plus sign. 5. Once selected the attendees availability will be displayed. 6. After the reservation is completed the EMS system will send out calendar (Outlook) invitations to all attendees (See Figure 11). Figure 11 Attendee Invitation If calendar invitations are included, then type what information to have in the body of the and click on Attach File to included agendas or other documentation (See Figure 12). Figure 12 Calendar Information Step 7. Details Tab Page 18 ISS JUF Training Documentation Release 2.0

19 Virtual Event Management System If you are satisfied with the room selected, fill in the meeting details by clicking the Details tab to the right of the Location tab (See Figure 13). Figure 13 Details 1. Under Event Details, fill in the Event Name and Event Type. Event Names can be up to 40 characters long and will appear exactly as typed on the hall monitors at 30 South Wells and in the Lillian and Larry Goodman Conference Center on the day of the event. If you do not want the Event Name, Time and Room Number posted on the hall monitors at 30 South Wells, select No Posting on Monitors for Event Type. 2. Under Group Details, use the dropdown window to fill in the Group Name, First Contact (Person making the reservation) and Second Contact (Person in charge of the meeting or alternate). Under Billing Information, fill in the Internal Account Code to which services supporting the meeting will be charged. (If you cannot find the Group you belong to in the dropdown window or the group displayed is incorrect, see the instructions below to add or remove groups.) Adding Departments to the Dropdown List of Groups: When making a reservation, clicking the dropdown arrow next to the Group text box will bring up a dropdown list of the departments and agencies you are authorized to make reservations for. In some cases, you may want to add an additional department/agency or remove an existing one. The steps to add or remove groups are listed below: 1. Click on the magnifying glass icon next to the Group text box under the Group Details section on the Room Request Details tab. ISS JUF Training Documentation Release 1.2 Page 19

20 Jewish Federation of Metropolitan Chicago 2. You will see a Group Lookup box with a table titled Groups you can book for. To remove a group, click on the red X icon in the Click to remove column next to the name of the group you want to remove (See Figure 14). Figure 14 Group Lookup 3. To add a group, enter the name of the group in the text box under Group name contains: and click on the magnifying glass icon. The group name will appear in a chart titled Groups matching your search (To see a list of all groups; just click on the magnifying glass icon without entering a specific group name.) 4. Click on the green plus icon in the Add column next to the name of the group to be added. The name of the chosen group will move up to the Groups you can book for table (See Figure 15). Figure 15 Add Group 1. To reserve A/V Equipment, click on the icon in the A/V Equipment section. Check the smaller box next to the equipment needed and enter the total number of items needed in the larger box. Record any Special Instructions in the box. Enter any additional comments in the box under A/V Setup Notes. 2. To reserve Food Service choose the service type from the dropdown menu. a. Click on the icon next to the food item being ordered, check the smaller box next to the specific food item and enter the quantity in the larger box. b. Enter any additional comments in the box under Food Service Setup Notes. If food is to be served at times other than the start of the meeting, this should be noted in the Page 20 ISS JUF Training Documentation Release 2.0

21 Virtual Event Management System Setup Notes. For example, for a morning snack at 10:00 a.m., include a note saying Please serve at 10:00 a.m. 3. To reserve Non A/V Equipment, click on the icon in the A/V Equipment section. a. Check the smaller box next to the equipment being reserved and enter the number of items you want to reserve in the larger box. b. Record any Special Instructions in the box. c. Enter any additional comments in the box under Non A/V Setup Notes. 4. Under Billing Information, fill in the Internal Account Code to which the meeting or event will be charged. 5. Once all items on the Details Tab have been completed, proceed to Step 7, Submitting Your Reservation. 6. Click on the check box and then click on Submit Reservation. NOTE: The check box above will appear at the bottom of the Details screen. It must be checked before clicking on Submit Reservation. This must be done with every reservation request. Step 8. Submit Your Reservation 1. Submit Your Reservation. Click the Submit Reservation button at the bottom of the screen. 2. The Reservation Detail screen will open a table showing the reservation details and a list of your bookings starting from the current day and into the future. Reservation details include the Date, Time, Title, Location, Status and Setup (See Figure 16). 3. Click the Historical tab to see past bookings. 4. Click All tab to see both historical and current bookings. 5. Sort the table by date, title, location, or status by clicking on the appropriate column heading. 6. Status The status column will show the current status of the reservation. New reservations made in Virtual EMS have one of two statuses: Web Reserved or Web Requested: 7. Web Reserved Web Reserved meetings are automatically placed in the Event Calendar as soon as the reservation is submitted. The ISS JUF Training Documentation Release 1.2 Page 21

22 Jewish Federation of Metropolitan Chicago room is reserved unless the user cancels the meeting or moves it to a different room. 8. Web Requested The Web Requested status appears when a user submits a reservation for a room that is restricted for use by certain agencies or departments (see Page 4). Web Requested meetings are not considered automatically reserved when the reservation is submitted. Instead, the Room Reservations staff will receive a notification that use of a restricted room has been requested and will contact the Department/Agency in charge of the room for approval. If the applicable Department or Agency approves the request, the room status will be changed to Web Reserved. Figure 16 Reservation Summary An Automatic Meeting Confirmation summarizing the meeting details will be sent to the address of the person listed as First Contact. The confirmations and reminders that Virtual EMS web users will receive after reserving rooms and/or services are as follows: Three reminders will be sent automatically: 1. Confirmation An initial confirmation will be sent to your Outlook Inbox immediately after your submit the reservation. This confirmation should include all the pertinent details of your reservation including the date, time, meeting title, building and room number, services ordered and quantities. 2. Five Day Meeting Reminder Five days before the date of the meeting, you will receive a Five Day Meeting Reminder via . Page 22 ISS JUF Training Documentation Release 2.0

23 Virtual Event Management System The meeting reminder will include all current details of the reservation including date, time, meeting title, building and room number, services ordered and quantities. The reminder will include a header reminding you that changes or cancellations to existing reservations must be made no later than 9:30 a.m. up to two (2) full business days before the date of the event. Any changes after this point must be requested directly from Room Reservations by calling (312) or ing RoomReservations@juf.org. Food orders cancelled after 9:30 a.m. two (2) business days before the date of the event may be subject to additional charges. Please refer to the following table for deadlines for making changes to meetings: 3. Final Confirmation Two days before the date of the meeting, you will receive a Final Confirmation via . The Final Confirmation will also include all meeting details as of that date. These details will be considered final unless you contact Room Reservations via phone or to make changes. You will not be able to make changes in Virtual EMS after the two day deadline (See Table 3). Weekday Meeting Will Take Place Last Day for Changes in Virtual EMS Monday Tuesday Wednesday Thursday Friday 9:30 a.m. Thursday (previous week) 9:30 a.m. Friday (previous week) 9:30 a.m. Monday 9:30 a.m. Tuesday 9:30 a.m. Wednesday Table 3 Change Deadline Information CCreating Revised Confirmations It is important to note that no s will be sent to you automatically if you edit a reservation after you receive the initial confirmation. Whenever changes are made to a reservation in Virtual EMS, you should use the View Reservation Summary link on the Reservation Details screen to print out a copy of the updated reservation. It is a good idea to save copies of all your updated reservations. ISS JUF Training Documentation Release 1.2 Page 23

24 Jewish Federation of Metropolitan Chicago Congratulations! You have successfully made a Room Reservation! SERVICE ONLY REQUEST See Edit Room Request Help for instructions on how to review and edit your reservations or go to the View My Request menu. The Service Only Request page is used to make food and non A/V equipment reservations when a room is not needed. For example, a meeting is scheduled during lunch hour and sandwiches are requested for pickup or delivery from the Conference Center kitchen or a meeting is held in a department conference room and a flip chart and markers are needed. Service Only Requests are primarily used to request food or equipment to be delivered to 216 W. Jackson or 30 S. Wells (outside the 6 th Floor Conference Center), or to request food for pickup from the Kitchen. The Service Availability tab in the middle of the screen shows what types of service and equipment are available and the rules for making requests. The process for making Service Only Requests is very similar to making a room request. The following five steps are necessary (See Figure 17): When and Where Fill in information on the date and time the service is needed. Setup Information Fill in information on the number of people attending the event for which the service is required. Location Details Fill in information on the building and room where the service will be used, delivered or picked up. Details Tab Fill in details on the meeting and request the equipment and services needed. Submit The Reservation Submit the reservation after completing the above items. Figure 17 Service Request Page 24 ISS JUF Training Documentation Release 2.0

25 Virtual Event Management System Step 1 When and Where Section Fill in the information requested in the box on the left side of the screen. Fields that have a red asterisk next to them are required. Other fields are optional or may be filled in later. 1. Date Fill in the date of the event, or click on the calendar icon and choose the desired meeting date. 2. Recurrence If this is a one time meeting, skip to Start Time and End Time. If you are making reservations for a meeting that recurs at the same time on a regular basis, click the Recurrence button. An example of a recurring meeting would be a staff meeting that occurs on the last Friday of every month. This feature is helpful because it allows you to make several reservations at the same time. To use the recurrence feature fill in the following information: a. Time: Enter the start and end time for the meetings. b. Recurrence Pattern: Choose daily, weekly or monthly. c. Recur Every : Enter interval in days, weeks or months the meeting will occur and check the appropriate box for the day on which the meeting occurs. d. Range of Recurrence: In the Start Date box, enter the first date the regular meetings will be held; then choose either End After: and fill in the number of times the meeting will take place; or End By: and fill in the date of the last meeting in the series. 3. Start Time and End Time Fill in the start and end times for the meeting or click on the clock icon and choose the desired times. Step 2. Setup Information Section Attendance Fill in the anticipated number of people attending the meeting for which services are needed Step 3. Location Details 1. Building Use the dropdown menu to choose the building where the meeting or event will be held or the service or equipment will be used. 2. Room Fill in the room number for the room where the service or equipment is needed. 3. Get Services Click the Get Services box. Step 4. Details Tab 1. In the next box over, the Details tab next to the Service Availability tab should open. If it does not, click on the Details tab. ISS JUF Training Documentation Release 1.2 Page 25

26 Jewish Federation of Metropolitan Chicago 2. Under Event Details, fill in the Event Name and Event Type. If you do not want the Event Name, Time and Room Number posted on the hall monitors at 30 S.Wells, select No Posting on Monitors for Event Type. 3. Under Group Details, use the dropdown window to fill in the Group Name, First Contact (Person making the reservation) and Second Contact (Person in charge of the meeting or alternate). The phone numbers and addresses for the First and Second Contacts should fill in automatically. If these boxes do not fill, enter the information manually. A fax number may also be entered. 4. To reserve Food Service, choose the service type from the dropdown menu. a. Click on the icon next to the food item being reserved. b. Check the smaller box next to the specific food item needed and enter the quantity in the larger box. c. Enter any additional comments in the box under Food Service Setup Notes. 5. To reserve Non A/V Equipment, click on the icon in the A/V Equipment section. a. Check the smaller box next to the equipment being reserved and enter the number of items you want to reserve in the larger box. b. Record any Special Instructions in the box. c. Enter any additional comments in the box under Non A/V Setup Notes. 6. Under Billing Information, fill in the Internal Account Code to which services will be charged. 7. Once all items on the Details Tab have been completed, proceed to Step 5, Submitting The Reservation. Step 5. Submit The Reservation Submit The Reservation. Click the Submit Reservation button at the bottom of the screen. A Reservation Summary Screen will open showing the reservation details and a list of your bookings starting from the current day and into the future. Click the Historical tab to see past bookings. Click the All tab to see both historical and current bookings. Sort the table by date, title, location, or status by clicking on the appropriate column heading. Page 26 ISS JUF Training Documentation Release 2.0

27 Virtual Event Management System Congratulations! You have successfully made a Service Only Reservation! See Edit Service Only Request Help for instructions on how to review and edit your reservations or go to the View My Requests menu. VIEW MY REQUESTS Use the View My Requests page to review reservation and service requests or to cancel and edit reservations. To View Your Reservations: Click on View My Requests. To view today s requests and future requests click on the Current tab. To view past reservations, click on the Historical tab. To search for a particular reservation enter either the Reservation ID Number or the Event Name and click on Quick Search. To include cancelled requests in either the Current or Historical view check the Show Cancelled box. To sort the list of reservations click on the column heading you want the reservations to be sorted by. Using View My Requests To Cancel or Edit Reservations: Room Requests and Service Only Reservations can be edited by opening the Reservation Summary Screen and using either the: Action Icons on the Current tab Links on the Reservation Details Tab Instructions for both methods are shown below. ISS JUF Training Documentation Release 1.2 Page 27

28 Jewish Federation of Metropolitan Chicago Edit Reservations Using the Action Icons 1. Go to the Reservations Main Menu and click on View My Requests. The screen will display the Reservation Details tab and the All, Current and Historical Bookings tabs. 2. Click on the Current tab. a. To Search for a particular reservation enter either the Reservation ID Number or the Event Name and click on Quick Search. b. To Sort the list of reservations, click on the column heading you want the reservations to be sorted by. 3. To edit a particular reservation, click on the Event Name. Virtual EMS uses Action Icons or Symbols to represent different editing functions: A Red X = Cancel or Delete a Reservation, Service or Item A Green Plus = Add or Edit Services A Pencil = Edit a Reservation, Service or Item To edit a reservation or service request, click on the appropriate Action Icon or Symbol: To Edit a Room Reservation: 1. Click on the in the Actions column. 2. Clicking this icon returns you to the Room Request screen where you can change dates, times, and other details. 3. Click Update Booking when you are done. Page 28 ISS JUF Training Documentation Release 2.0

29 Virtual Event Management System To Add or Edit Services in a Reservation: 1. Click on the icon in the Services column. 2. A screen containing three windows, Booking Details, Available Services, and Existing Services, will open. 3. To Add New Services: a. Click on the service type you wish to add in the Available Services box. b. Click on the green plus icon next to the item to be added. c. Check the small box. d. Enter the quantity in the large box and click Save. 4. To Edit Existing Services, click on the icons in the Existing Services window. 5. Click the plus icon next to the item to be added. 6. Check the small box. 7. Enter the quantity in the large box and click Save. Edit an existing item: 1. Make desired changes to service type, service time, or quantity. 2. Click Save. Cancel an existing item or service: Click Yes in the popup window. To View Service Details: 1. Click in the Services column. 2. To see pricing information for specific items, click on the item name. 3. To close service details, click on the magnifying glass again. IMPORTANT NOTE: An automatic reminder is not generated when meeting details for an existing reservation are cancelled or edited, so be sure to print out a copy of the updated Reservation Summary Screen every time changes are made. Edit Reservations Using the Reservation Details tab links: Reservations can also be edited by using the links on the right side of the Reservation Details box on the Reservation Summary Screen. The Reservation Details box shows information about the event, including Reservation ID, Name, Event Type, etc. To get to the Reservation Summary Screen: ISS JUF Training Documentation Release 1.2 Page 29

30 Jewish Federation of Metropolitan Chicago 1. Go to the Reservations Main Menu and click on View My Requests. The screen will display the Reservation Details tab and All, Current and Historical Bookings tabs. 2. Click on the Current tab. 3. Click on the event name for the reservation you wish to edit. a. To search for a particular reservation enter either the Reservation ID Number or the Event Name and click on Quick Search. b. To Sort the list of reservations click on the column heading you want the reservations to be sorted by. Functions you can perform from the Reservation Details box are listed in order below. To perform any of these functions simply click on the link, and make the desired changes: Edit Reservation make changes to event details, group details and billing information. Add Booking add additional meeting dates to a reservation. Cancel Services cancel a service requested for one or more room booking dates. Cancel Bookings cancel individual room booking dates. Cancel All Bookings cancel all room booking dates in a reservation. Service Availability lists all services available at different locations View Reservation Summary returns to Reservation Summary screen. Add to Booking Details add additional services to any given room booking in a reservation. MY ACCOUNT The My Account menu contains two submenus: Page 30 ISS JUF Training Documentation Release 2.0

31 Virtual Event Management System 1. Log Out 2. Edit My Account LOG OUT To log out of Virtual EMS at any time, go to the My Account and click on Log Out. To log back in, hover over My Account and click on Log In. EDIT MY ACCOUNT The Edit My Account page is used to update your personal information, change your password and change your delegates. Update Personal Information: Click on the User Info tab and change your , Name, Phone, Fax, and Time Zone by filling in the appropriate boxes or choosing the time zone from the dropdown menu. Click the Save button when done. Change Your Password: On the User Info tab, change your password by entering the new password and confirming it under Confirm Password. Click the Save button when done. To Designate Someone as a Delegate: ISS JUF Training Documentation Release 1.2 Page 31

32 Jewish Federation of Metropolitan Chicago Delegates are people you authorize to make reservations on your behalf. Designating someone as a delegate allows that person to log in under your User ID and password to make reservations for you. When a delegate makes reservations for you, the reservations are shown in your View My Requests list and any confirmation s are sent directly to you. Click on the Delegates tab, enter the first few letters of the delegate s last name in the first box and click on the Search button. The person s full name will appear in the box under Users matching your search. Click the > button to move this person s name to the user who can impersonate you box and click the Save button. To Remove Someone from your Delegate List: Click the < button and then click the Save button Page 32 ISS JUF Training Documentation Release 2.0

33 Virtual Event Management System APPENDIX I ROOM SETUP DIAGRAMS Page 33 ISS JUF Training Documentation Release 1.2