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FAQ

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Who will have access to RIT Events?

RIT students, representatives of student clubs and organizations, as well as faculty and staff will continue to have access to booking space. All users will be able to access RIT events through a web app, and an Outlook plugin will be available for PC users. Space owners will be able to use a desktop application to manage spaces and reservations.

What is the difference between requesting vs reserving a space?

A request shows your intent to reserve a room, but is subject to approval by the space administrator. Submitting a request does not guarantee it will be approved.

How do I submit a reservation request?

Link to tutorial that is already on our website.

What is the difference between external and internal events?

Where do I make a reservation?

Can I manage or change a reservation via Mymail.rit.edu?

No, changes to reservations must be made either using the EMS Outlook plug-in or in the RIT Events web application.

 

 

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How do I delegate access to my EMS Web Application Account?

If you need someone else booking requests and reservations for you on a regular basis, you may wish to consider allowing them to be your "delegate." In RIT Events, a delegate can login as the delegator for the purposes of creating/editing meeting requests and other reservation bookings.

In the web app, you can add delegates on YOUR behalf under “my account” in the top right corner. So if I’m logged in as myself I can add another person onto my account to be a delegate on my behalf.

To add a delegate:

  1. Hover your mouse over the My Account menu and Click Edit My Account
  2. Click on the delegates tab
  3. Search for the delegate using the Enter text to search for delegate box and Click Search
  4. Select the appropriate user from the Users matching your search listbox
  5. Click on the > button to add the user as a delegate

The next time the delegate logs in to RIT Events, they will see a drop-down list box in the menu bar where their name is located (Welcome name goes here).   “click on “act as tab” and select from the listy the person you wish to be a delegate of”

To remove a delegate:

  1. Hover your mouse over the My Account menu and Click Edit My Account
  2. Click on the delegates tab
  3. Select the delegate to remove from the Users who can impersonate you listbox
  4. Click on the < button to remove the delegate

How can I view room availability before initiating a reservation?

From the RIT Events home page, there is a link to Locations in the left side navigation bar.  Once you click on that option, a screen opens which allows you to specify a date.  Once you choose the date, all rooms and their availability will populate below.  

In order to narrow your search, you can choose to Add/Remove Locations.  In that window, you can search for specific rooms using the Find locations option.  You also can add multiple rooms that you may be interested in.  Once you hit Update Locations the list below will update to only include those rooms.  If you would like to narrow your search by other criteria, such as capacity, click on the Add Filter button and select the Capacity option (you can also search by Features, Floors, Room, Room Types, Setup Types).  Once you specify your capacity, your list will automatically adjust.  You can add as many filters are you would like by hitting the Add Filterbutton again.

How do I learn about the features of a room?

Once you have been provided a list of available rooms based on your time requirements, you can click on any of the rooms on the list. 

A window will appear with 4 tabs: Room Details, Setup Types, Features, and Availability.  If you click on the Features tab, you can see all the options for that space. 

If you have a long list of potential rooms and you are looking for a specific feature, i.e. Whiteboard, you can narrow down the search.  In the left hand column, there is an option Let Me Search For A Room.  Once you hit the dropdown arrow you can select the Add/Remove option under features.  A list will pop up and you can select as many criteria as you would like.  After selecting Update Features you will need to hit Search to populate the rooms with the specified features. 

I cannot find the space I am looking for - how do I find it?

You have the ability to search by room if you know the name of the room.  In the left hand column, there is an option I Know What Room I Want.  Once you hit the drop down menu, there is a text box to enter the room name.  As you type, you will see a room list filter down to the spaces that match your entry.  NOTE: if you do not know the correct name for the room, it may not populate. 

If you know the room and it still not coming up on the list there are two possibilities. 

  1. The room has already been reserved for your specified date and time.  Try another date and time or look for an alternate space.
  2. The room is not available for you to book at this time.  If you are trying to book an academic space, those rooms are generally available to be requested/reserved for the duration of a term excluding final exams after add/drop of the prior term.

Is there a way to search all space?

Yes!   As long as all locations are selected under add/remove locations.

Once you enter the date and time for your booking you will be provided all space available for those criteria.  You can then narrow your search by features, number of people, and/or a specific room. 

A space appears available under "Browse" yet it cannot be requested when attempting to schedule it. Why?

There may be a scheduling policy in the specific building that prevents scheduling the space.  Some buildings are not available on weekends, holidays, or evenings.  A specific room may be specialized and not available for general use.  Some rooms have constraints that prevent you from requesting the space within a certain window prior to the event. 

For example, Wallace Center Study Rooms:

  • Study rooms are located on the 2nd, 3rd and 4th floors of The Wallace Center and are available all hours that the building is open.
  • The rooms range in size from small rooms with a seating capacity of 1-3 people to large rooms with a seating capacity of 4-8 people. Larger rooms include a large table and a chalk or white board. Wireless is available in all rooms.
  • You may book up to 2 weeks in advance
  • Reservations cannot exceed 60 minutes
  • You may make up to 4 bookings per day

What do I do if the "browse for events/facilities/space" and the "reservations" features are not working properly?

You may need to clear the cache in your web browser.  Use your web browser’s search menu for instructions on how to clear the cache in your web browser.  If that still does not address the problem, you can Report an Issue.

Am I able to view/search on room capacity/type?

Once you have been provided a list of available rooms based on your time requirements, you can click on any of the rooms on the list. 

A window will appear with 4 tabs: Room Details, Setup Types, Features, and Availability.  If you click on the Setup Types tab, you can see all the layout options for that space with capacity. 

You can do a search by room capacity.  In the left hand column, there is an option Let Me Search For A Room.  You can enter a value for Number of People.  You will need to hit Search to populate the rooms with the specified capacity. 

How do I view my reservation in the RIT Events web application?

Go to My events to view all of your reservations, including imported reservations.

A single meeting displays as a single booking with its room location

A recurring meeting with one location displays as a single booking with its room location

A recurring meeting with two or more locations displays as a multi-book with a location of Multiple.

You can click on the Reservation name to manage your reservation (i.e. add attendees) or drill down to view each location

You can also open up the EMS Outlook plug-in to see you multiple booking by using the “Selected Locations Tab”.

Can I book space in multiple buildings at the same time?

Yes!  

Select buildings by clicking on add/remove in the locations area.

Use check boxes to select/unselect desired locations where you would want to book a room.

Under room search results, browse by building available spaces.

Use the plus sign icon next to the room name to select the rooms you wish to book.

What if the 2nd contact is not part of my group?

If your 2nd contact is from a different department, you can choose (temporary contact) from the drop down menu.  That will provide you with fields for the 2nd contact: Name, Phone #, Text #, Email Address.  NOTE: Name and Email Address are mandatory fields that you will need to populate yourself. 

How far in advance can rooms be requested?

Classroom/Auditorium space are generally available to be requested/reserved for the duration of a term excluding final exams after add/drop of the prior term.

Meeting & other spaces are generally available to be requested/reserved on a rolling basis for 180 days.

Wallace Center study space is generally available on a 2-week rolling basis with additional booking rules.

Recreation space is generally available for 7 days in advance.

What is a "first available booking violation"?

This violation occurs when you try to book a room too close to the event date.
 

What is the small blue bar attached to certain events?

This is “buffer” time and prevents events from taking place back to back without the scheduler’s permission. The most common place to see these bars is on multipurpose locations where there is a required 2-hour break between events to give any service providers (labor crew, custodial, catering, etc) time to get in re-set the room for the following event.

This time can be adjusted on a case by case basis.

Why are people in my department not in my group?

The individuals listed in your group have been populated by RIT’s Human Resources department.  If you believe there is an error, please contact your manager so they can confirm your department assignment with Human Resources.

What EMS Campus short cut should I use when accessing RIT Events via the EMS Remote App?

The shortcut that includes (RIT) is the remote app shortcut.

I click and used to get a pop-up dialog box but now I don't. Why?

This can happen sometimes when someone is using two monitors, while making a reservation they drag the pop-up window to the other screen and later upon reuse of the link/button that same pop-up will be over on the other screen hidden underneath whatever other windows are open.

Another example is when clicking on the group button, it no longer opens the master list of groups but the list of groups can be seen by starting a reservation. In both cases the fix is in user preferences.

Also happens even if you are not using dual monitors, but are simply docking computers and the setting for the resolution may vary when docking

1) Go to Settings > Preferences – check box for “Do Not Save Window Coordinates.

2) then reset the window coordinates Go to Settings > Preferences > Reset Window Coordinates

The application is not responding, I click on a button but nothing happens.

Hit Esc (Escape) Click on Settings > Reset Windows Coordinates.

What do I do if I received an object reference error

Close application and reopen it.

This often occurs if you are connected to EMS database via VPN connection and it drops. Disconnecting from the server for any period of time causes the object reference error to happen. Before logging back on double check your VPN connection is valid.

What do I do if I receive an internal server error when requesting a space via Web Application: https://reserve.rit.edu/?

Close the application and reopen it.

 Depending on where the error occurred, your reservation may not have been saved.

What browsers are compatible with the RIT Events Web Application?

Why was I logged out of the system?

If you are inactive in RIT Events for 20  minutes, you will be logged out of the system.

Is there a mobile version of the RIT Events Web Application?

No.

If you access the Web Application (https://reserve.rit.edu/), the web application is dynamically reformatted for use on a mobile device.

What is EMS Outlook plug-in?

Now that RIT Events is available for you to reserve rooms on campus, here is a tip to make using the new system even easier. If you are a PC user, you can use the EMS Outlook plug-in to browse and book available rooms and resources all within Outlook, an application you already know.

 The EMS Outlook plug-in is an optional add-in that integrates our new RIT Events web application directly with Outlook.

From within Outlook, the following self-service functions are available to you:

  • Find available rooms and reserve them.
  • Book a one-time meeting, recurring meeting, or a BlueJeans videoconference.
  • Display the availability of attendees.
  • Resolve room conflicts for recurring meetings by selecting alternate rooms.
  • Drill down on any space or room to show room details like capacity and photos (if available).
  • Invite and update all participants.
  • Group or filter rooms per building/area/ view.
  • Create a list of favorite (commonly used) spaces. 

To learn more, go to RIT Events Tutorials.

Can I use EMS Outlook plug-in on my Mac?

No, a Mac version is not available.  If you are a Mac user, please go to the RIT Events web application  to manage your reservations.

How do I know if the EMS Outlook plug-in is installed on my PC?

When you open Outlook and go to Calendar Tab, you will see the EMS Room Scheduling logo on the far right side of your screen.  If you do not see this logo, then the plug-in is not installed on your machine. 

If you do not have the EMS Software logo, try shutting down Outlook and restart Outlook. If you still do not see the EMS software logo please contact your department IT Admin or submit a ticket to Report an Issue.

To make a reservation using the Outlook Plugin, use the EMS Room Scheduler button on the Appointment Tab: 

How do I book a simple reservation via the EMS Outlook plug-in?

How do I make a recurring reservation via the EMS Outlook plug-in?

How do I cancel a reservation via the EMS Outlook plug-in?

How do I change a date/time via the EMS Outlook plug-in?

How do I manage new reservations?

You can continue to reserve rooms you were previously allowed to reserve in Exchange through Outlook via the EMS Outlook plug-in or the new RIT Events web application.

How are my reservations made in the EMS Outlook plug in reflected in the RIT Events web application?

All rooms reserved in Outlook will also display and can be managed within RIT Events.

How are my reservations made in the RIT Event web application reflected in Outlook?

All rooms reserved in RIT Events will also display and can be managed within the EMS Outlook plug-in

How do I add or remove attendees via the EMS Outlook plug-in?

You do not need to use the EMS Outlook plug-in to add or remove an attendee unless you want to check attendee availability.

If you do not need to check attendee availability, simply add the attendee in Outlook and resend.

How do I change the date/time or location via the EMS Outlook plug-in?

You must use the EMS Outlook plug-in to change the date/time and/or location of your reservation. 

IMPORTANT FACT:  Date and time are linked to a location and you must reselect you location when changing the date or time.

How do I add an attachment to a reservation via the EMS Outlook plug-in?

You do not need to use the EMS Outlook plug-in to add an attachment.  Simply add the attachment in Outlook and resend.

How do I resolve a conflict in a recurring reservation?

What do the room scheduling tabs in the EMS Outlook plug-in mean?

List shows spaces are open and available at the date/time you have selected.

Schedule shows everything even if another user has booked it so you can see the context of what is going on around you.

Selected Rooms is a summary of the locations/dates/times you have already selected.

What is the difference between a booking and a reservation with RIT Events?

A booking contains details such as the space, time and date of your event or meeting.

A reservation contains a description of the event as well as contact information.

Reservations can have multiple bookings.  For example:

A conference may use multiple rooms

A recurring staff meeting will occur on multiple dates

IMPORTANT FACT: Recurring meetings are a series of bookings linked to one reservation in RIT Events.

When making a change, be mindful of the impact it will have on the entire reservation. 

  • Pay attention to the messaging
  • Confirm what displaying in the location field or the rooms under the “Selected Room” Tab.

What happens if I chose not to select a new room to resolve a conflict for my recurring reservation?

If you do not select a room to resolve the conflict, the room will be remain in a conflict status in RIT Events.  Note and your room is not reserved for the date in conflict. 

Watch for an email messaging instructing you to reserve a new room.

How do I delegate access?

Delegate access must be set up both in Outlook and RIT Events.   Refer to the instruction below to learn how to delegate access to your RIT Events web application:

If you need someone else booking requests and reservations for you on a regular basis, you may wish to consider allowing them to be your "delegate." In RIT Events, a delegate can login as the delegator for the purposes of creating/editing meeting requests and other reservation bookings.

In the web application , you can add delegates on YOUR behalf under “my account” in the top right corner. So if I’m logged in as myself I can add another person onto my account to be a delegate on my behalf.

To add a delegate:

1. Hover your mouse over the My Account menu and Click Edit My Account

2. Click on the delegates tab

3. Search for the delegate using the Enter text to search for delegate box and Click Search

4. Select the appropriate user from the Users matching your search listbox

5. Click on the > button to add the user as a delegate

The next time the delegate logs in to RIT Events, they will see a drop-down list box in the menu bar where their name is located (Welcome name goes here).   “click on “act as tab” and select from the listy the person you wish to be a delegate of”

To remove a delegate:

1. Hover your mouse over the My Account menu and Click Edit My Account

2. Click on the delegates tab

3. Select the delegate to remove from the Users who can impersonate you listbox

4. Click on the < button to remove the delegate

How do I know if a room is available?

When booking a meeting in Outlook, the begin time is marked by green and end time is marked red and the space in between marked as grey will be the time the meeting will take place.  

A blue bar means there is not any availability and another meeting or event is already scheduled.

You will receive the following message if the room is already booked.  If you click ok, you must change the date/time or select another available room. 

If you hit save/send only, no room will be booked for your meeting.  See below, the location field is blank and the “Selected Rooms” tab is reflects zero rooms.

Is the first contact information and email address for a reservation made via the EMS Outlook plug-in populated in the RIT Events web application under Reservations Details?

No, this is a known issue. For the first time only making a reservation, you need to edit the reservation detail on the RIT Events web application to update the name of the requestor.

What existing Exchange room reservations are now in RIT Events?

Existing Exchange room reservations (starting 8/4/17) have been moved to the new RIT Events.

How can I verify if my existing Exchange room reservations were imported into RIT Events?

Imported RIT main campus Exchange room resources are available as view only via Outlook or mymail.rit.edu.  

For events booked by a room owner, you can compare the Exchange room reservations in Outlook to imported reservations in RIT Events, under MY EVENTS.

For events booked by the meeting organizer, you can compare room reservations on your calendar in Outlook to imported reservations in RIT Events, under MY EVENTS.

How long will I be able to view my existing Exchange room reservations in Outlook?

Until 8/18. At that time, Exchange Room resources will be removed from Outlook.

What do I need to know if I have to change an existing Exchange room reservation that was imported into RIT Events?

If you attempt to make a change to an imported reservation,  please note the following:

Notice: On 8/4/17, the room booking for this event was moved to the new RIT Events systems.

If you need to change the date, time, or location of this meeting you have to cancel the original location via RIT Events and create a new request either through RIT Events or the Outlook Plugin.
           
New room bookings will need to be done through the RIT Events system with the EMS Outlook plug-in or at https://reserve.rit.edu and only need to updated once.

For more information, please visit https://events.rit.edu/together