Scheduling within EMS

 Instructions

This article aims to guide you through the process of scheduling EMS reservations made by users. It will cover how to manage booking information, resolve conflicts, and send confirmation notifications for scheduled events to users.

1. Launch the EMS software.
   
   

   Open

   

2. Select the "Dashboard" option from the top navigation bar.
   
   

   Open

   

   Note: It is advisable to arrange the listed events according to their “First Booking” date, ensuring that the soonest reserved event is prioritized.

3. To schedule a reservation, simply double-click on the desired entry to select and open it.
   
   

4. Once you have confirmed the location and time of the reserved events, proceed by opening the calendar view. Click on “Book” located in the top bar. This step is essential to ensure that there are no scheduling conflicts and that no reservations bump against the current booking.
   
   

5. After confirming that there are no conflicts or overlapping reservations, you can return to the previous reservation screen. Click on “Change Status.” In the following screen, change the dropdown menu to “Scheduled,” check the box “Send Confirmation If Successful”, then click “Next” to proceed.
   
   

6. Click “Finish” on the next screen, then review the confirmation screen to ensure that “IT Standard Confirmation” is displayed at the top. Once you have confirmed this, click “Email” to send the confirmation to the user.
   
   

7. To complete the process, return to the “Dashboard” and click on “Reviewed” for that reservation to remove it from the list.

Conflicts

Conflicts typically arise when a manual reservation is made by facilities, or when an imported reservation is received from the registrar’s office. In such cases, the registrar’s office generally takes precedence, unless they have authorized IT to schedule reservations prior to importing them. In all other scenarios, the reservation that was made first will have priority. You can verify the booking date by clicking on the "Notification Date" column, which allows you to sort the list by the date of the first booking.

In cases of reservation "bumping," where one reservation overlaps with another, priority is given to the event that is either already scheduled or the one that was booked first. If a reservation is made later, it must be adjusted—either pushed back or moved forward by 5 minutes—to facilitate student entry and exit between events.

In situations where a booking overlaps with two different reservations, the time of the original reservation cannot be altered. Instead, the user will be notified that their reservation bumps with two others, and they should plan accordingly to ensure sufficient time for students to exit before their event begins.

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