Reservations and Bookings

To use the EMS Desktop Client efficiently, you need to understand the structure of a reservation, the concept of an event timeline for a booking, and how to make a reservation.

Reservation Structure

An event in EMS Desktop Client is comprised of:

A Reservation
One or more Bookings
Booking details

These three components exist in a hierarchy. A reservation contains one or more bookings, and each booking can have one or more details associated with it.

Reservations

A reservation includes the who and what information for an event. For example, this reservation is for Alonso (the who) and is for a Weekly Huddle (the what). When you click on the reservation folder in the Navigator, you can see the host and meeting details.

Bookings

A booking is where and when an event takes place. You might have multiple bookings under your reservation. Single bookings support one-time events, while multiple bookings are used for recurring events or events that require multiple rooms.

Book Details

A booking can have one or more details associated with it. Booking details include services and resources, notes, activities, and room charges for the event. For example, for Alonso’s weekly huddle meeting, the resources might include requested catering, equipment, and a room charge.

Event Timeline

The following time designators are used for an event in EMS Desktop Client:

Event Time – The time during which the event takes place.
Setup/Teardown Hours – The hours, or fractions of hours, that you add to the event time to allow staff to prepare a room for the event or to clean up after the event.

Reserved Time – The total time for which the space (the where) is reserved. This time is the event time plus the setup/teardown time.