Create Bookings in the Reservation Book

Select the room you want to book in the Reservation book using the Daily view. In the time grid, click and drag to select the start and end times. The Reservation wizard opens.

Enter booking details in the Reservation wizard

Use the Reservation wizard to find available space and create a reservation. The Reservation wizard helps you find rooms available for a specific time on one day or across multiple days. You can also create a series by selecting multiple rooms for the same date and time.

Use a template

If your EMS administrator has configured reservation wizard templates, the Wizard template field appears at the top of the Reservation wizard.

Select a template to speed up the booking process. The template automatically populates default values for many of the fields in the Reservation wizard.

Set the event date and time

In the Reservation wizard, use the Calendar to select dates.

Select individual dates directly in the calendar, or use the available options to select multiple dates or recurring patterns.
To specify the start and end times, select values from the fields or enter times manually.
Specify setup and teardown times.

Leave Use default selected, or clear it to enter your own values.
Select an event status.

Some statuses may require a reconfirm date. Track these in the EMS dashboard.

Set the event location

Select how you want to find a room in the Reservation wizard:

Search method	Description
Standard	Select to display rooms that meet all requested dates. Required for video conference room assignments.
Best fit	Select if no single room meets all requested dates. The system lists available rooms and the number of bookings each room can support. You can combine rooms to complete the reservation.
Specific room	Select to check availability and reserve a specific room for the event.

By default, the system searches the first 50 rooms in the list. To change this, select Options > Max. number of rooms to search.

Find a standard room

By default, when you search for a standard room, rooms that are available all day are marked with an asterisk (*). To show or hide this indicator, select Options > Standard search > Show available all day indicator.

Select Standard.
Set the Building field:
- Leave the default value of All, or select a specific building, area, or view.
- Your selection determines the available options in Time zone:
  - If you select All, you can choose a time zone.
  - If you select a specific building, the time zone is set automatically and cannot be changed.
If applicable, select a time zone for the event.
Specify one or more room settings:
- Type: Category of the room (for example, meeting room or workspace). Leave All to search all types, or select a specific type.
- Floor: Leave All or select a specific floor.
- Setup type: Physical layout (for example, rounds of 6 or theater style). Leave All or select a specific setup.
- Setup count: Expected attendance. Required if you select a setup type. This value applies to all bookings in the reservation. You can change it after you complete the reservation.
On the Features tab, add optional features.
Select Next.

Up to two tabs appear:
- Available lists rooms that meet all criteria.
  - Rooms available all day are marked with an asterisk if the indicator is enabled.
  - By default, rooms are sorted alphabetically by room code.
  - If configured, select Options > Sort rooms by book sequence to sort by sequence.
- Conflicts appears only if rooms are unavailable for the selected date or time.
  - View unavailable rooms and scheduled events.
Select one or more rooms:
- Press Ctrl to select multiple rooms.
- For video conferencing reservations, select at least two rooms and designate one as the host location on the Video conference tab.
Optionally:
- Select Room info to view room details, pricing, and images.
- Select Building hours to view availability hours.
Select the Move button > to move rooms to the Selected list.
If you select multiple rooms, the system books all rooms for all event dates.
Select Next.

Find a best-fit room

Select Best fit.
Set the Building field:
- Leave All, or select a specific building, area, or view.
- Your selection determines the available options in Time zone.
If applicable, select a time zone.
Specify room settings (Type, Floor, Setup Type, Setup Count) as needed.
On the Features tab, add optional features.
Select Next.

Up to two tabs appear:
- Available shows:
  - Rooms
  - Event dates to fulfill
- Conflicts shows unavailable rooms and scheduled events (if applicable).
Optionally:
- Select Room info to view room details.
- Select Building hours to view availability hours.
Select rooms to fulfill event dates:
- Select a room that meets all dates, or
- Combine multiple rooms to cover all dates
Select the Move button > to assign rooms.
Select Next.

Find a specific room

You can use this method to reserve a defined room or an override location (a space not configured in the system).

Override rooms allow you to enter a custom location. The system does not track availability for override rooms, but still reports on them.

Select Specific Room.
Select a room in the Room Selector:
- Select All to view all rooms.
- Select a specific building, area, or view.
If the room is an override room:
- Enter the location in Location.
- Select Next.
Select Next.

The Available tab appears if needed.
Optionally:
- Select Room Info.
- Select Building Hours.
If the room is available for all dates:
- Select the Move All button >>.
If not, select a different method or room.
Select Next.

Specify event information

After selecting the event location, enter the remaining required information.

Enter event details.
Select Finish.

The Navigator displays reservation details, where you can add or modify bookings.

The reservation is not complete until you select Finish. Another user might reserve the room before you complete the process. If this occurs, a conflict message appears.