Configuring a Space

Owned by Michael Ballard, created
Last updated: Apr 27, 2023
3 min read

As a Local Administrator, you have limited ability to configure your spaces. This is to allow you to make changes as dictated by policy or other causes without the need to open a request with ITS.

Most configurations will be found in the following menu:

Configuration > Facilities > Rooms

This will open a window with filtering fields at the top. Use these filters to gather a list of the spaces you wish to modify. Select the space you wish to change and click ‘Edit’, or simply double-click on the space. This will open the space’s configuration window with several tabs at the top.

Room

This tab contains general information about the space.

  • Room Code
    This refers to the room number within the building, or a similar identifier if no such number exists

  • Room Name
    This refers to the room’s name as it will appear in the Desktop Application and Web Application

  • Setup/Teardown Hours
    This is the amount of time (in hours) that room will have blocked around any events scheduled in it by default.

  • Building
    This dropdown contains the list of all buildings you have access to in EMS currently. This should not require adjustment, as any changes to the building itself, propagate to all spaces as needed.

  • Academic
    This checkbox is used by EMS to determine whether or no the space should sync to the Registrar’s Academic Class Schedule. It should only be changed by the Registrar’s Office, as unprompted changes will disrupt the sync process

  • Available to Everyday Users
    This checkbox determines whether or not a space may be made visible in the EMS Web Application by a relevant Process Template.

Notes

This tab contains a series of text fields

  • Notes
    Text placed in this field is visible to Desktop Users when viewing the space.

  • Confirmation Notes
    Text in this field will be included in Confirmation Notifications that include this space.

  • Alert
    Text in this field will be displayed to users when selecting this room for booking.

Pricing

This tab contains configurations relating to default pricing schemes for the room when considering billing and payment. Simply fill in the table as it appears for relevant groups as they apply to the space. Selecting a pricing method from the drop-downs will unlock the relevant fields in the rest of the table for editing.

Should you require a new Rate Schedule, please discuss with ITS before doing so. Rate Schedules are global by their nature.

Unless your department charges for use of space, you will not need this field at all. Otherwise these should be set and determined by internal policy within your department, and maintained as such

Setup Types

Setup types display the configuration of the physical space itself. Most rooms will have an ‘As Is’ type by default. Others vary by space. To assign a setup type to a space, simply check the box next to that type’s name, and fill out the minimum and maximum capacity fields.

Should you require a new Setup Type, please discuss with ITS before doing so. Setup Types are a global configuration.

Most setup types are designed to be somewhat general by design. They may be handled as “best-fit” in most cases.

Features

Features list the physical characteristics of a room, such as presentation technology (microphones, projectors, etc.) and inbuilt components (air conditioning, data ports, etc.). Completing this list will allow users to see this room when filtering based on available features. To assign a feature, select it in the left pane, and click the > button. To unassign, simply select it in the right pane, and click the < button.

Should you require a new Feature, please discuss with ITS before doing so. Features are a global configuration.