How to Process and Confirm Department Space

EMS Web Client – Boston Campus

How to Process and Confirm Department Space

Overview

This process is in the TEST phase (at the Sackler School)

Room stewards – individuals responsible for scheduling space (e.g. conference room within a department suite) – use the EMS Web Client to process space requests submitted via the Space & Resource Reservation System (VEMS).

Dependencies

Virtual EMS Configuration

Space & Resource Reservation System (VEMS)
- Web process template defining department space, booking rules, etc.
- Web users assigned to department template

Web Client Configuration

Steward
- Security User account
- Security User Template
- Other Web Client Configuration
  - Configuration>Facilities>Buildings
  - Configuration>Facilities>Rooms>
    - Essential settings:
      - Notes
      - Setup Types (include Academic As-Is if room is part of academic scheduling inventory)
      - Features
      - User Defined Fields (if any apply to the room)
      - Images (photos of room configurations – use naming convention)
Configuration>Administration>Departments
Configuration>Administration>Notification Rules
Configuration>Other>Messages

When possible:

Use a standard web process template (e.g. multiple departments use a single template for booking rules and space)
Create Role-based Security User accounts

Summary of Steps

Go to Web Client: Roomscheduling.tufts.edu/emswebclient/
Navigate to: Dashboard>Notification Rules
Highlight reservation to review and select “Go To”
Highlight reservation or booking to confirm, select Tools>Wizard>Change Booking Status Wizard
Select Status to change to: Change Status>Next>Finish
Select Confirmation>Set Up. Note: “confirmations” are based on confirmation status – i.e. the confirmation message for a space request in a “pending” status is different than the message for a space request in a “denied” status

Steps with Screenshots

How To Process and Confirm Department Space.docx