Create a Reservation in the Reservation Wizard

Use the Reservation Wizard to check for available space and make a reservation for an event.

Concept: Reservations are containers for multiple bookings; bookings are individual meetings (Click to expand)

To use the Reservation Wizard:

  • Set the event date, time, and status.
  • Set the event location.
  • Set the event information.

If your EMS administrator has configured reservation wizard templates, the system displays a Reservation Wizard Template field at the top of the Reservation Wizard. You can streamline the booking process by choosing from these templates, which automatically set the default values for many fields.

Important!

If you are licensed for EMS Integration to Exchange and/or EMS Exchange Room Integration (ERI), a Calendaring section appears on the first screen of the Reservation Wizard in Desktop Client Web. The Calendaring section contains two booking method options: Standard and Exchange Enabled.

Set the event date and time

  1. On the toolbar, click the Wizard icon. The Reservation Wizard opens. All required fields are marked with a red dot.
  2. If the event dates do not follow a pattern, use the calendar to pick dates. To select all five days in a work week, click in the blank space to the left of the week.
  3. Specify the Start time and End time for the event:
    • Select a time from each field.
    • Manually enter the time. For example, for 9:00 AM, enter "9a."
  4. Specify Setup and Teardown times. To use default times, leave Use Default selected.
  5. Select the Status for the event. You can monitor reservations that require reconfirmation on the Reconfirm Dates tab on the Desktop Client Web Dashboard. See EMS Dashboard.

Set the event location

You have three options for selecting the event location:

Search Method Description
Standard Displays a list of all available rooms that meet all requested dates.
Best Fit Use this option if no single room can meet all requested dates.
Specific Room Confirm availability and reserve one specific room.

Specify event information

After you select an event location, you must specify other information for the event.

  1. Enter event information using the elements in this window. See Reservation Wizard Fields.
  2. Click Finish. The Navigator window opens.

A reservation is not complete and rooms are not removed from the available list until you click Finish.