25Live. Training Manual. 25Live

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1 25Live Training Manual 25Live

2 25Live Table of Contents Contents 25Live Training 25Live Training Manual Manual OVERVIEW The 25Live Dashboard 25Live Home Calendar 25Live Availability HOW TO CREATE EVENTS The Event Wizard The Find Available Locations Menu Quick Search Upcoming Event Starred Events & Starred Locations

3 25Live Overview: 25Live Dashboard The 25Live Dashboard The Dashboard is your customizable browser-based desktop for quick access to a variety of 25Live information and functionality Most of the most valuable tools in 25Live are featured on the homepage. From here you can access: Event Wizard which you will use to create a request from scratch. Find Available locations menu which will help you to find an available space to fit your head count. Quick Search which lets you easily search for and browse events and spaces. Upcoming events menu which will forward you to an outline of your pending requests. Starred Events and Starred Locations which you can tailor to fit your own unique preferences. Home Calendar which provides you with a list of event happening for specific dates. Availability which provides you with a quick glance of when listed locations are available. 3

4 25Live Overview: 25Live Home Calendar 25Live Home Calendar The Home Calendar provides easy access to pre-defined groupings of events happening on dates you specify. On the Home Calendar you can: Roll your cursor over an event or location name to see high-level details. Right-click an event name and select a view format to drill down to that event. Right-click an event name to edit the event. Right-click an event name to details. Right-click a location name and select a view format to drill down to that location. Click the create an event icon in a date slot to start creating and event on that day. 4

5 25Live Overview: 25Live Availability 25Live Availability The Availability view displays a daily grid view for lists of locations based on the single date on dates you specify. 2 3 The Availability view consists of three main parts: 3 Availability toolbar at the top List of locations along the left with the option to star or unstar each location The availability grid with the display along the top of the grid. The Availability view allows you to: View availability of locations Create events View what each location is being used for Right-click on a location name and select a view format to drill down to that location Roll your cursor over an event to get more details Right-click on a event to select a view format to drill down to an event 5

6 25Live How to create events: The Event Wizard The Event Wizard The event wizard tab is located in the upper left-hand section of the screen. If you know the date and location for your event the event wizard is the place to start. To create an event do the following: Click on the Event Wizard tab. You will be forwarded to the event creation form. 2a. 2b. 2c. Complete all the fields with a red *. Enter Event Name and Title Select the event type by clicking on the drop down arrow. Select the event type that most closely resembles the event you are planning. You can star event types that you use most often by clicking on the star icon next. Select a Sponsoring Organization 3 4 Click Next. Enter the expected head count. 5 Enter event description (optional) c 4 6 Click Next. 5 7 Select the event occurrence. Select No if this is going to be a one-time event or Yes if the event will occur multiple times. 7 6

7 25Live How to create events: The Event Wizard If your event happens only once 8 8a. 8b. Enter event date and time.. Select the start date, start time, end date and end time of your event. If you need additional setup or takedown time for your event, select yes and then and then enter the Pre-Event/Setup durations. Additionally enter any takedown time by clicking the Post-Event/Takedown durations b 9 Click Next. (Skip steps 0,, & move to step 3) If your event happens multiple times 0 If your event repeats, select a repeat option. Your event can repeat 0a. Daily, weekly or monthly in which case you will be asked to select either an end date or a number of repetitions, or 0 0b. Ad Hoc, in which case you will be asked to add specific dates to the Occurrence List. Click on the forward or back arrows to change the month that shows up on the calendar and click on the dates to add them. You will notice that as you add dates, they will show up on the Occurrence List below the calendar. You can remove these dates by clicking the small x icon next to the dates status drop down menus. 0b Click Next. If applicable select the dates for your event. Click Next. 7

8 25Live How to create events: The Event Wizard 3 3a. 3b. 3c. 3c. 3d. Find and select your location.. You can search for locations by name, browse locations alphabetically by building or browse by capacity. If you have any starred locations, you can select from these as well. Once you select your criteria, you will notice a box show up on the bottom-left side of this field. Please note that next to each location there will either be a green check mark or a red triangle with an exclamation sign inside. The green check mark means that the location is available. The red triangle means the space is not available. You will not be able to submit your request with an unavailable space listed as your selected location. If you highlight a space it will show up to the right as your Select Location. If you are planning an event that repeats or has multiple occurrences, spaces will show up with the red triangle even if they are unavailable for only some of the dates you are requesting. You can still select this space assignment for all available dates by highlighting the space and clicking on the Modify Selected Occurrences link located below the Selected Locations menu to the right of the search field. You ll notice that the unavailable dates are listed in red font. Uncheck these dates, and you will be able to process the room as your space preference. Be sure to select another space preference for the days you unchecked. 3c 3a 8

9 25Live How to create events: The Event Wizard 4 Once you have selected your location, click Next. 5 Find and select your resources. This is similar to doing a location search. 5 6 Click Next. 7 7a. 7b. 7b. 8 Attach files (optional). You can attach files up to 25mb. Click the select file button. Locate file and click Open. Click Next. If necessary enter the contacts for requestor and scheduler of the event. By default your contact information will be populated in both fields. 7 9 Click Next. 0 Enter any additional comments or notes. Click Next. 2 Finish your request by clicking Save. 22a. 22b. Once you are done entering your event information, click the Save button located on the bottom-right of screen. You will forwarded to a summary page. This is a good opportunity to review your event request and make any necessary changes by clicking on the Exit button Close the request. 9

10 The Find Available Locations Menu 25Live How to create events: The Find Available Locations Menu The Find Available Locations menu will appear at the top-center of the home dashboard. If the location or date of your event is flexible, the Find Available Locations menu is valuable tool to help you find an open space or time to fit your needs. You will have a choice to either find a location or choose a time. If you know the date of your event If you know the date of your event click on the top link. Five fields will appear the date of your event, the start and end times, the number of attendees, and the location criteria. 2a. 2b. 2c. Fill out these fields to the best of your ability. 25Live will recommend spaces that are: Available at the time you re requesting. Large enough to fit your head count. Part of the search criteria you select (which can range in specificity from preferred campus to preferred building). 3 3a. 3b. 3c. Click Show me what s available button. A field will appear listing all spaces that fit the criteria you entered. If you see a location you would like to use, click Use This Location and you will be forwarded to the Event Wizard to complete your request. If your search yields no results, try to change your head count to include spaces that may be slightly larger. 3 0

11 25Live How to create events: The Find Available Locations Menu If you know the room of your event If you know the room you would like to reserve for your event, click the bottom link. a. b. Enter the name of the room you would like to reserve and click Go. A drop-down menu will appear. Highlight the name of the room you would like to reserve. You can change the date range of this search by clicking on the dates listed beneath the location dropdown menu. a c. Click Show me what s available button. b d. You will automatically be forwarded to the Locations tab, where you will see a calendar of events scheduled in that room for the span of time selected. c

12 25Live How to create events: Quick Search Quick Search The Quick Search menu is located on the left-hand side of the 25Live home page. You can use the Quick Search for tentative/ confirmed events or to see what s going on in specific spaces. To search for events Enter the event name in the Search Events field and click Go. You will be automatically forwarded to the Events tab into the search field. When you click on an event name, you will be linked to a detail summary 2 Note: you can also search for events by clicking the Search For Events sub tab under the main Events tab.

13 25Live How to create events: Quick Search To search for locations a. b. Enter the building and room number (if you know it) into the search locations field and click Go. You will automatically be forwarded to the Locations tab and will see a calendar of events scheduled in that room for today s date. There may be multiple rooms listed if you used more general search. 2a. 2b. 2c. Click on the name of the room you are interested in reserving. You will be linked to a calendar showing the availability of that room for the next week. To change the dates of this calendar, simply click the dates listed in blue in the upper left-hand corner of the page and click Update Availability. Click the linked date range and two calendars will drop down, one for the first date of your date range and one for the second. If you would like to change your date-range interval, you can do so using the drop down below the calendars. 2 Note: as with the Events quick Search you can also search for locations by clicking the Search for Locations sub tab under the main Locations tab. 3

14 25Live How to create events: Upcoming Event Upcoming Event The Upcoming Events link is a quick and easy way to review the requests you currently have pending. It is located in the center of the 25Live home page, below the Find Available Locations menu. Click on the Upcoming events in which you are a requestor link. You will be forwarded to a list of event requests (note: you are now in the events tab under a sub-tab called pre-defined event searches). The requests listed on this page have not been approved and will be in the tentative state. 2 3 If you would like to see a list of all requests you have submitted, change the pre-defined Group that is selected and click Run. 4

15 Starred Events and Starred Locations 25Live How to create events: Starred Events & Locations Starring events and locations is a great way to bookmark them for quick reference. All starred events and locations will show up on the right-hand side of the 25Live home page. You may have noticed that small stars show up all over 25Live. You will see them on the Event wizard, Quick Search, Locations tab etc. Any time you see this icon you can click on it and it will become gold star. This is how you star an event or location. If you wish to un-star an event or location, simply click on the gold star an it will become gray again. Why star an event? If you want certain events to show up on your home page every time you sign into 25Live, starring them will allow you to always be one click away from the event summary page (which will load it you click on the event title). If you wish, you can star all events you ve requested to have a convenient summary of your events visible upon login. Why star a location? If you find yourself often requesting a certain room and want to be able to check its availability from the 25Live home page, you can star it and in one click, check to see when it s free. This location will also appear in the Your Starred Locations menu of the Event Wizard. 5