Approving room requests in EMS

Tulane faculty, staff and students can request to book classrooms for events, study sessions, meetings etc. through this site: https://ems.tulane.edu/

The Registrar’s office is responsible for reviewing these requests and sending confirmation emails to the requestors.

Steps for reviewing and approving requests

Log in to EMS and set review parameters

1. Login to EMS Desktop Client

2. Open the Dashboard

   

3. The Dashboard will pop up in a separate window. Click Everyday User Reservations in the bottom left of the window

   

   1. If this is your first time using the dashboard, you will need to set filters under the “status” and “building” lists. Recommended selections for Registrar staff:

      1. Statuses: web pending, web rejected, web request

      2. Building: (view) TERM Requestable General Pool Rooms (this is a pre-made list that groups all general pool rooms that can be requested via the EMS site)

4. Select “user specified” for view and then select the start and end dates you want to review. The list on the dashboard will now just show events with one of the statues you selected, in one of the rooms you indicated, taking place on the dates you chose. You can sort the list based on the column headers, the default sort will be the date the event request was made.

Review events and update event status

5. Each event now needs to be opened and reviewed individually

   1. Double click on an event, this will open the event in a new pop out window

   2. Review the event information

      1. Make sure it doesn’t seem like the event will involve food/drink. If it does, email the requestor to let them know food/drink is not allowed in general pool classrooms and ask if they’d still like to proceed with their booking without food/drink.

      2. 99% of the time, the room will be available. The website does not allow people to make requests at times when a room is already booked, but occasionally a class or event was manually moved in EMS desktop which could cause a conflict. Once you change the booking status (next step), you will be able to quickly tell if there is a conflict.

   3. Click “change status”

   4. In the pop up window, change status to “web confirmed”. Keep both check boxes checked. Click “next.”

      1. If you don’t approve of the event, change status to “web rejected.” If you want more details before approving, select “web pending.”

   5. If you approve all dates, click “select all.” Click “finish.”

Send a confirmation communication

6. Send a confirmation email

   1. A confirmation email window will automatically pop up after you complete step #5.

   2. If this is the first time you are sending a confirmation email

      1. Date Range tab: select your department

      2. Buildings tab: select the buildings/rooms you oversee and move to the right column (for registrar staff, select: TERM Requestable General Pool Rooms)

      3. Categories tab: no updates

      4. Statuses tab: select any statuses of requests you might approve and move to right column (recommended: Web Confirmed, Confirmed, Web Pending, Web Rejected)

      5. Options Tab: no updates

      6. Email Options tab: Select appropriate header and footer messages for your department (Registrar staff: select “General Pool Classroom Booking Confirmation” for the header message, leave footer message as “none”). In “email to” checkboxes, select 1st contact, 2nd contact and everyday user.

   3. Click “email” button at bottom of window.

   4. Email will pop up in another window. Edit any text as wanted. Click “send.”

   5. Click “ok” on “message has been sent” popup.

7. When you go back to your dashboard, click “refresh” and the event you just approved will disappear from the list. Continue to review events, following steps 5-7.