Generate Printed Confirmations

Use printed confirmations to communicate reservation details such as dates, times, locations, scheduled resources, billing information, and organizational policies.

You can generate multiple confirmations at once. EMS combines all confirmations into a single document and starts each confirmation on a new page. Because multiple confirmations often have different recipients, EMS supports printing but does not support mass emailing these confirmations.

  1. Select Reservations > Confirmations.
  2. The confirmation window opens on the Date range tab.
  3. Do one of the following:
    • Create a confirmation by completing the available settings.
    • Select a memorized confirmation in Setup.
  4. Review and update the confirmation settings as needed.
Field Description
Department Displays the department name at the top of the confirmation.
Starting date Specifies the beginning of the booking date range.
Ending date Specifies the end of the booking date range.
Use specific times Limits the confirmation to bookings within a specified time range.
Format Selects the confirmation organization method: By Booking Date, By Date Added, or By Date Changed.

Select filtering criteria

  • Use the Buildings tab to select buildings.
  • Use the Categories tab to select booking detail categories.
  • Use the Statuses tab to select booking statuses.

Configure confirmation options

Option Description
Confirmation title Displays a bold, centered title at the top of the confirmation.
Header message Displays a predefined message at the top of the confirmation.
Footer message Displays a predefined message at the bottom of the confirmation.
Paper size Selects the paper size for printed output.
Print comments Includes reservation comments.
Print reminders Includes reminders.
Print cancel reasons Includes cancellation reasons.
Print user defined fields Includes user-defined fields and values.
Print room phone Includes room phone numbers.
Print room notes Includes room notes.
Print building notes Includes building notes.
Print billing reference allocation Includes billing reference allocation details.
Print PO number allocation Includes PO number allocation details.
Print category subtotals Includes category subtotals.
Print room type Includes room types.
Print item selection notes Includes notes for resource selections.
Suppress reserved time Hides reserved times.
Suppress location Hides reservation locations.
Suppress pricing Hides pricing information.
Suppress logo Hides the organization logo.
Suppress item notes Hides booking item notes.
Suppress item special instructions Hides special instructions.
Suppress item selections Hides resource item selections.
Always display time zone Includes the event time zone.
Display messages as HTML Displays HTML-formatted messages when available.
Limit bookings to those with details in selected categories Shows only bookings that contain details from the selected categories.

Generate the confirmations

  1. Do one or both of the following:
    • Select Print preview to review the confirmations before printing.
    • Enter the number of copies in Copies to print.
  2. Select Print.
  3. In the print window, select the printer and any additional print options.
  4. Select Print.