Configure Statuses

Statuses automate reservation and booking workflows. A status is one of the core data items required before users can make reservations in EMS.

You can assign statuses at both the reservation level and the booking level. Only booking-level statuses affect room availability.

Every booking must have a status.

You can create statuses that support your organization's workflow, such as Confirmed, Tentative, Wait List, and Canceled. Each status must be assigned one of the following status types:

  • Book Space
  • Wait
  • Info Only
  • Cancel

The status type determines whether EMS reserves the room or leaves it available for other bookings.

Configure a status

  1. Select Configuration > Administration > Statuses.

    The Statuses window opens and displays the active statuses configured in EMS.

  2. Optional: To display all statuses regardless of status, select Inactive in Show.

  3. Select New.

    The Status window opens.

  4. Enter the status information.

  5. Configure the EMS Web App settings as needed.

  6. Select OK.

Status fields

Field Description
Status Name of the status. Maximum length is 30 characters, including spaces.
Status Type Determines how EMS manages room inventory for bookings with the status.
Reserved Color Color used to display reserved time in the Reservation Book.
Event Color Color used to display events in the Navigator and Reservation Book.
Reconfirm Date Requires users to enter a reconfirmation date when applying the status.
Commits Inventory Determines whether resources assigned to the booking are removed from inventory.
Inactive Marks the status as inactive.

Status types

Status type Description
Book Space Reserves the room and removes it from available inventory. Other bookings cannot reserve the same room during the reserved period.
Cancel Retains the booking information but returns the room to available inventory.
Info Only Retains booking information without reserving the room.
Wait Places the booking on a wait list while leaving the room available for confirmed bookings.

If you configure a conflict status, the Status Type must be set to Info Only or Wait.

Color settings

Use lighter colors for Event Color whenever possible. Lighter colors improve readability because event names display in black text in the Reservation Book.

Select Default to use the system-defined colors for Reserved Color and Event Color.

EMS Web App settings

Setting Description
Display to Everyday Users Displays bookings with this status in EMS Web App and EMS for Outlook.
Allow Booking Edit Allows users to edit bookings with this status.
Allow Service Edit Allows users to edit services associated with bookings that have this status.
Allow Booking Cancellation Allows users to cancel bookings that have this status.

For a booking to appear in event browsing views, the event type, booking status, and room must all have Display to Everyday Users enabled.