Book a Desk or Workspace in the EMS Web App

This topic provides information on booking a desk or workspace in the EMS Web App.

• Create a Reservation for a Desk or Workspace
  • Specify When and Where
  • Specify Who and What
    • EMS for Outlook (Optional Capability)
  • Finalize Reservation Details

For a conceptual overview, review:

• Ways to Make Reservations
• Reservations, Bookings, and Booking Details

Create a Reservation for a Desk or Workspace

1. Click Create a Reservation or Book Now next to one of your reservation templates.

   The Create a Reservation page opens.

2. Enter your information and then click Next Step.

Specify When and Where 

To specify When and Where:

1. To specify When, select dates and times.
   1. If you want to book space for multiple time slots, click Recurrence.
   2. Follow the prompts to select the frequency, date range, day of the week, start and end times, and time zone for the recurrence.
   3. Click Apply Recurrence to validate your entries and return to the New Booking screen.

      Once booked, each meeting will show as a single Booking in your My Bookings area on MY HOME. Also, note that the Create Booking In field specifies the time zone in which to book the meeting, which might differ from your system time zone.

2. To specify Where, in lower left pane, select one of the following:
   • Let Me Search For A Room
   • I Know What Room I Want 

   Narrow search results with filters in the left pane. When you click Search, results appear on the right. To view expanded Room Details click the room name.

   Locating space as part of the reservation process is different than browsing locations.

3. Locate a space to reserve, click the Add (+) icon to validate, and add the booking to your cart. You can delete or change the room before you finalize your reservation.

Specify Who and What

1. In the Attendance area, select a Setup Type (if available) for the reservation. 
2. Specify headcount and attendees. If you are the only attendee, you might be able to skip this step.
   • If your organization has implemented EMS for Outlook, you use the optional Attendees section to add or remove attendees and send them invitations or notifications. Attendees can be individuals or mailing lists or groups. To see who is in a mailing list or group, simply expand it. This optional feature enables you to view attendees' availability and add or subtract them from the event.
   • If your organization has not implemented EMS for Outlook, you will see a list of EMS Web App users and groups but you will not see availability.
3. Click Next Step in the upper right.

EMS for Outlook^® (Optional Capability)

EMS for Outlook^® is an optional, extra cost purchase. If your organization purchased it, you'll see the EMS plug-in icon in your Outlook application. You will also see additional features and functionality in EMS. Anywhere that you see people or groups in EMS, you will have access to everyone in your organization's email database (which is stored in Exchange Server). This means that you can see people's availability, send them email invitations or notices, and add EMS events to your Outlook calendar.

Finalize Reservation Details 

The Reservation Details screen finalizes information about your reservation. Invitations to bookings and attachments will be sent to invited attendees. The example shown below might differ from your implementation.

1. To browse existing events from BROWSE EVENTS, click on an event name.

   Event Details display.

2. Complete all required information.
3. Click Save Reservation Details and then click Create Reservation.

4. To add the reservation to your Outlook calendar, click Add Event To Calendar at the bottom of the window.