Configure Special Dates or Holidays

Special dates identify days that have significance for your organization, such as New Year's Day, Spring Break, or a staff retreat. EMS displays special dates throughout the application for informational purposes.

A special date does not prevent users from making reservations or booking rooms unless you close the affected buildings or restrict their hours.

Configure special dates for each calendar year. EMS does not automatically apply special dates or holidays from one year to the next.

You can configure special dates individually, add multiple dates with the wizard, or import a list of dates. You can also define building hours for each special date.

Open the Special Dates Window

1. On the EMS menu bar, select Configuration > Other > Special Dates.

   The Special Dates window lists all special dates from the current date forward.

2. Optional: Complete one or both of these actions:

   • Select Old to view past special dates.

   • In Building, select a building to view its special dates.

Configure a Single Special Date or Holiday

1. In the Special Dates window, select New.

   The special date or holiday dialog opens.

2. Enter the special date information.

   Field	Description
   Date	Select the special date or holiday.
   Description	Enter a name or description for the special date. The description can contain up to 50 characters, including spaces.
   Building	Select the building to which the special date applies. The default is all buildings.
   Notes	Enter additional information about the special date.
   Calendar Style	Select the print characteristics for the special date on the Event Schedule report.

   EMS Web App Settings

   Field	Description
   Display to Everyday Users	Leave this option selected to display the special date description in EMS Web App. Clear it to hide the description from everyday users.

3. Optional: Select Spelling to check the description for spelling errors.

4. Select OK.

Configure Multiple Special Dates or Holidays

1. In the Special Dates window, select Wizard.

   The special date or holiday wizard opens.

2. Select Add.

   The add special date or holiday dialog opens.

3. Enter the special date information.

   Field	Description
   Date	Select the special date or holiday.
   Description	Enter a description for the special date. The description can contain up to 50 characters, including spaces.
   Calendar Style	Select the print characteristics for the special date on the Event Schedule report.
   Notes	Enter additional information about the special date.

4. Select OK.

5. Repeat steps 2 through 4 for each special date that you want to add.

6. Select Next.

   The wizard displays the buildings configured in your EMS database.

7. Select the buildings to which the special dates apply. To select multiple buildings, press and hold Ctrl as you select each one.

8. Select Finish.

Import a List of Special Dates or Holidays

You can import multiple special dates from a tab-delimited text file. The import supports the date, description, and notes for each special date. To configure other settings, such as the calendar style or EMS Web App options, edit the special date after the import.

1. Create a tab-delimited text file with one special date or holiday per line. Include these values in order:

   • Date: Required. Use the mm-dd-yy format.

   • Description: Enter up to 50 characters, including spaces.

   • Notes: Optional.

   To view the required import format, in the Special Dates window, select Print > Import Format.

2. Select Wizard.

   The special date or holiday wizard opens.

3. Select Import.

   The Open File dialog opens.

4. Browse to and select the tab-delimited text file, and then select Open.

   The wizard displays the buildings configured in your EMS database.

5. Select the buildings to which the imported special dates apply. To select multiple buildings, press and hold Ctrl as you select each one.

6. Select Finish.

   The Special Dates window opens.

7. Optional: Select an imported special date, and then complete one or both of these actions:

   • Select Edit to update its notes, calendar style, or EMS Web App settings.

   • Configure the building hours for the special date.

Configure Building Hours for a Special Date or Holiday

By default, buildings remain open all day on a special date. You can define specific hours or close buildings for the entire day.

1. On the EMS menu bar, select Configuration > Other > Special Dates.

2. Select a special date or holiday, and then select Hours.

   The Building Hours window displays the buildings to which the special date applies and their hours.

3. Select the buildings whose hours you want to change. To select multiple buildings, press and hold Ctrl as you select each one.

4. Select Change.

   The Building Hours dialog opens.

5. Select a building hours option.

   Option	Description
   Set Building Hours	Specify the Open and Close times for the building. EMS Desktop Client users can create reservations outside these hours, but EMS displays a warning. EMS Web App users cannot create reservations outside the configured building hours.
   Closed All Day	Closes the building for the entire special date. When you select this option, Web Only becomes available: Leave Web Only clear to prevent both EMS Desktop Client and EMS Web App users from creating reservations in the selected buildings. Select Web Only to allow EMS Desktop Client users to create reservations while preventing EMS Web App users from doing so.
   Open All Day	Leaves the building open for the entire special date. This option is selected by default.

6. Select OK.

7. Repeat steps 3 through 6 for any other buildings whose hours you want to configure.

8. Select Close.