Creating a group reservation in the EMS Web Portal

Description

You can reserve a flexpace for multiple attendees in the EMS Web Portal

Environment

Mac, PC, web browser

Solution 

1. In the My Home tab, review the list of Reservation Templates. Scroll to find the two templates available for flexspaces:

   • FlexSpace / Conference Rooms

   • FlexSpace / Offices

2. Select book now next to your selected template.

3. On the Create a Reservation page, specify the date and time of your meeting in the left menu. 

   • For a hybrid meeting, add a Microsoft Teams link to your reservation invite by toggling on Include Microsoft Teams.

4. Add attendees and view their availability by entering their name(s) or OHIO ID(s) in the Find Attendee search box to the right. 

5. Select Let Me Search for a Room to open the menu. 

   • Select Add/Remove to search based on Floor, Setup Types, Room Types and/or Features. 

6. Enter the Number of People attending your meeting. Select Search. 

7. Available spaces will appear under Rooms You Can Reserve.

   • To learn more about a space, select the Room, Location number, or the Schedule and Floor Map tabs 

   • If no spaces display, choose another day and time for your reservation.

8. Once you have located a space to reserve, select the green Add (+) icon.

9. The Attendance & Setup Type window will appear. Verify the number of attendees and review your space’s setup type. 

10. Select Add Room when finished to add the space to your cart. 

11. Select Next Step in the upper right.

12. Add an Event Name, Event Type, and your Customer Details in the required fields on the Reservation Details form. Include a message to your attendee(s) under Calendaring Details.

13. Select Create Reservation to finalize your booking. 

14. You will be directed to a confirmation page and a confirmation email will be sent to attendees. The reservation will also appear on everyone’s Outlook calendar.

15. To view or change your reservation immediately after booking, select Edit this reservation. Otherwise, learn how to edit or cancel your event using the EMS Web Portal or using Outlook/Catmail at a later time.

Note: These directions apply to EMS Web Portal Flexspace reservations only. To reserve event spaces on campus managed by Conference and Event Services, visit Event Service's Reserve with Virtual EMS. You will need to register to gain access.

Outcome: You should now be able to create a group reservation in EMS. 

Get help from OIT

• Visit the Event Management Software: EMS page to create a ticket