How to Create and Use Memorized Messages

EMS Web Client – Boston Campus

How to Create and Use Memorized Messages

Overview

Schedulers can automate their replies when confirming a request for space by creating EMS “Messages”.  The “Memorize Setup” function saves the settings associated with each Message, i.e. Space Approved Message that is associated with the status used to confirm that a space has been approved (reserved) for that event. 

Note: In EMS, “confirming” a request for space does not necessarily indicate that the space request has been approved. Rather, the scheduler is “confirming” the status of the space (e.g. approved, denied, pending, bumped, etc.). 

Dependencies

• Creation of “Department” --- when confirming a space request, the scheduler associates a Department with the confirmation (Configuration>Administration>Department)
• Creation of a Message that is associated with one or more statuses. 
  • See Appendix 1 for suggested message text, setup configuration, and associated statuses.

Summary of Steps:

1. Create Message (Configuration>Other>Messages>New/Edit). 
   1. Messages can be made “public”, i.e. available for other schedulers to use
   2. When possible, create a generic message that can be used by multiple schedulers
   3. Use naming conventions for ease of Message selection (messages are saved at the system level – public messages are available for use by all schedulers)
   4. Go to the reservation/booking that is being confirmed.  Select “Confirmation”.
   5. Manually determine the message settings for the status that is being confirmed, or select the Memorized Setup associated with the status that is being confirmed.
   6. Send the confirmation through the system (email) or outside of the system (print option).

Steps with Screenshots

How to Create and Use Memorized Messages.docx