Room Searches and Room Requests

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Kevin Williamson
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1 This document contains basic information about using 25Live from an academic perspective for reserving rooms. Only use this program for reserving spaces used for academic purposes. All other rooms on campus must be reserved through Conferences and Events. Room Searches and Room Requests Event Wizard Go to 25Live and log in to your account. From the home page click on the Event Wizard tab.

The Event Wizard can be used to reserve a space(s) for a meeting etc, or you can use it to check room availability at a specific time (especially good if needing the room for multiple weeks).

2 The Event Wizard can be used to reserve a space(s) for a meeting etc, or you can use it to check room availability at a specific time (especially good if needing the room for multiple weeks). In either case you will need to at least fill out the starred fields along with selecting your rooms. Start with Event Name and use the instructions on the left as a guide for how to name your event. You can also create an Event Title to further specify what the event is. You then need to select an Event Type from the drop down list, choosing one that best fits your specific event. If you click on the star and make it yellow, this makes it a favorite and will place it at the top of the list so you don t have to continually scroll through to find it. Next, select the Primary Organization the event is associated with. This too can be made a favorite to be put at the top of the list. Additional organizations can be added if desired. Click Next when finished. Note: As a required field is completed, the red star will turn to a green check mark and that information will populate on the left side menu.

3 Enter the Expected Head Count for the Event. You can also add an Event Description to give more detail as to what the event is. Click Next.

4 Next select whether the event meets more than once. If YES, all days the event meets on must be scheduled at the same time of day or separate event requests must be created. Whichever is selected will bring you to the next screen. YES has been chosen for this example.

5 The next screen is for the Start/End date and times of the first day of the event. It defaults to the first occurrence starting and ending on the same day, which should be the case for most all your reservations. Selecting Pre or Post-Event times will add time to either side of the event time and will prevent someone else form scheduling during that set up or take down time. Click Next. (If your event does not repeat then the next screen will be to select your location(s))

6 At the next screen select how the occurrences of the event repeat. In this example Weekly Repeats has been selected. Each choice has a different set of parameters to choose from.

On the repeat screen first select how often it repeats. Each week was chosen for this example. Then select which days of those weeks repeat. Wednesdays was chosen.

7 On the repeat screen first select how often it repeats. Each week was chosen for this example. Then select which days of those weeks repeat. Wednesdays was chosen. Then select either an end date for the repeats or number of iterations of the repeat. Then a separate row is created for each day of the event. Please Note: if scheduling for a whole semester, make sure to only schedule through the end of classes and not through Finals week until you have been given permission to do so. Click Next..

There are different ways you can search for locations for your events. If you have made certain locations your favorites, you can select the first option of Starred Locations and then click on them.

8 There are different ways you can search for locations for your events. If you have made certain locations your favorites, you can select the first option of Starred Locations and then click on them. You can also Search for a particular room(s). Type all or part of the building name, add a space and then the room number. Along with that, the box to exclude rooms with conflicts was unchecked. By showing conflicts you can see if any of the days needed are available and then you can modify the occurrence to reserve the room on all of the available days. (Below each location on the right will say View and Modify Occurrences where you can remove the conflicted dates.) The given example shows a room chosen with conflicts (red triangle appears). Hovering over the red triangle shows the conflict or if you click on the room to select it, all of the conflicts will be listed. This option could also be used to see all rooms in a building, by just typing Stevenson for example. (Do note this type of search could show rooms that are not academic spaces to be scheduled.)

9 The third option is to use a Saved Location Search to check on a group of rooms. In a separate section, instructions on creating your own search will be discussed which then can be used in the Event Wizard. There are also public searches. The two that will be used most of the time are Classrooms, which includes all standard academic spaces, and Smart Classroom, those standard rooms that have full technology in them. Click on the search you want to use and the program will begin searching those locations. The box to exclude conflicts was checked so all rooms have green check marks, but left the Enforce Headcount unchecked to show all possible rooms. Note: the more dates and rooms that are searched on, the longer the search will take to finish. Hovering the cursor over a room in the search results will show the features in that room. In order to assign the room(s) you must click on it from the search results which then brings it over to the right side.

10 The last option is an Advanced Search option allowing you to more finely tune your search. You can add Room Features, such as white boards, windows, etc, as many as you want and choose either ALL to require that all features need to be in the room or ANY to show locations that have at least one of the features. Categories is used for groups of rooms and again Classroom and Smart Classroom will be used the most. At this time different Layouts have not been created for the academic spaces, but may be in the future. Lastly, you can narrow or expand the capacity by moving the scroll bar. Select the room(s) desired by clicking on them in the Search results.

At this point, if you were just searching rooms available for an actual class and will not be reserving the room through 25Live, you can click the Close box with the red X at the right to close the

11 At this point, if you were just searching rooms available for an actual class and will not be reserving the room through 25Live, you can click the Close box with the red X at the right to close the event without saving it. If you want to reserve the room in 25Live you at least need to click Save. The rest of the screens are not required but use those you might find helpful to better describe what you event is about. You can add additional requestors for the event, detailed notes and event comments. The default Events State is Tentative, which holds the room awaiting confirmation. If the state is changed to Draft, then the room is no longer being held and could potentially be reserved by another user. After saving the below screen appears. You can choose to go back and Edit if needed or confirmation information if you are reserving on behalf of someone else. Relationship Options are used if you have a multi-day event and the times are different, you create both events and relate them to each other to show they are linked. To close the event, click the Close box to the right. If you need to Edit the event later, click on the Events tab at the top and on the Search for Events screen search by the Event name. If more than one name appears, click on the correct name to open it.

Locations Tab If you know the room you want to reserve, you could search for it through the Locations tab at the top. On Search For Locations, choose the Availability tab, type the room name and Go.

12 Locations Tab If you know the room you want to reserve, you could search for it through the Locations tab at the top. On Search For Locations, choose the Availability tab, type the room name and Go. (You can also use this screen to search for certain types of rooms, clicking on More Search Options and adding specific criteria.) Find the day you want and under the hour you want to start, put your cursor in the white box which brings up an Edit button to click on. This brings you into the Event Wizard, prepopulating the beginning/end times which can be edited, and the location.

Home Page - Dashboard On your Home Dashboard page near the top middle is a Find Available Locations box with two options, one if you know the time of the event, and the other for when you

13 Home Page - Dashboard On your Home Dashboard page near the top middle is a Find Available Locations box with two options, one if you know the time of the event, and the other for when you know the room and want to check availability. Using the I Know When option brings up a screen to fill the times in and number of attendees along with room criteria. This search will try to

find rooms within a range with caps close to the size of the number of attendees and give you a list. If you don t see any you like you can expand the range of room caps to look at.

14 find rooms within a range with caps close to the size of the number of attendees and give you a list. If you don t see any you like you can expand the range of room caps to look at. If you see one you like, you click on the Use this location link which then opens the Event Wizard, prepopulating the information already supplied. Using the I know Where option brings you to a screen for location criteria and also the date range you are interested in. Running that will bring up a calendar showing the availability of the room(s). Home Page - Availability Also on the home page is an availability tab that lets you see quickly what is booked in the classroom set you chose. The drop down list contains the public location searches plus any of yours. This helps especially when needing to change a class time to see how classes are booked and if things can be moved around to accommodate the change.

15 Creating a Location Search You can create your own search which can then be used for room searches and requests as well for reports. Start by clicking on the Locations tab and under that the Advanced Location Search. On that screen click on New Search.

16 Click on the Add Criteria box to bring up the list of Criteria. For this example, Locations/Specific Locations was chosen, but any of the various criteria could be used to build your location search.

The criteria are added and then a pencil appears to click on to Edit each of the criteria. For this example, under Browse Locations Categories was selected.

17 The criteria are added and then a pencil appears to click on to Edit each of the criteria. For this example, under Browse Locations Categories was selected. This example uses Categories/Classroom to get a list of all academic classrooms. Click on the room names to select them. Click Done when finished. Then click Save which will ask you to name the search and whether to include in your starred searches. Click Back to exit out of the search editing screen. Back at the main Advanced Location Search page, you see the search you created in the All of Your Searches and the Your Starred Searches if you chose that. At any time you can come back, select one of your searches and choose to Run it, Edit it, Delete it, or Share it. You can choose to share with individual users or a whole security group. Event Searches can also be created under the Events tab in a similar manner as Location searches, the difference being in the type of criteria used. These are sometimes required in reports.

Multiple Week View It is possible to create a multi-week view of a room from the Locations tab. Whether searching on one room or bringing up a list of rooms, it works the same way.

18 Multiple Week View It is possible to create a multi-week view of a room from the Locations tab. Whether searching on one room or bringing up a list of rooms, it works the same way. In this example a search for one room has been displayed. Once you y have searched for your room(s), click on the Availability tab. Then click on the room name in blue on the left hand side. This will open a new set of tabs, one which is Availability (Weekly). Choosing that tab you will see Number of Weeks which you can then adjust. This allows you to quickly see the availability of a room throughout the day over several weeks. You could also use this to print out a weekly schedule of a room to post. Use the print function in your browser.

19 If you created a list of rooms to look at, click the red X box at the right which will take you back to the previous screen. You would then repeat the above directions for the next room.

Reports Various reports are available depending on your security. When needing to see the availability of rooms over a given day/s of the semester, it is best to use the Space Availability report.

20 Reports Various reports are available depending on your security. When needing to see the availability of rooms over a given day/s of the semester, it is best to use the Space Availability report. Click on the Reports tab. Click on the Other Reports tab and from the drop down menu choose Space Availability by MP Cust Exc. Choose a Start and End time, Location Search and sorting preference. Pad time can be 0. If you want to make sure a reservation doesn t end when your reservation begins add a pad time of 1, which will eliminate any rooms where this will occur. Also select how you want the report delivered. Reports run for a full semester can take several minutes, so If you don t want to wait for it choose to have it ed to you.

RESERVING TEAM STUDY ROOMS IN BUSINESS

RESERVING TEAM STUDY ROOMS IN BUSINESS LOG INTO SCHEDULING SYSTEM University wide room scheduling system is 25Live. You may also hear it referred to as CollegeNET, which is the company name. (Just as Microsoft