Virtual EMS and Room Reservations

1. Virtual EMS and Room Reservations Training Provided By Sharon Harrison

2. Bookmark in Favorites http://paducah.ttuhsc.edu/VirtualEMSCampus/BrowseEvents.aspx

3. Move your mouse over My Account and click on Create An Account

4. Enter all information (Do not need fax number). Enter your department and campus in the Notes Section. Save. You should have a line stating “Your account has been successfully saved.” This process allows you to receive information about events with a daily “EMS Event Reminder.” If something cancels for that day, it is your responsibility to cancel the event.

5. Each time you enter the system, you will use the “Log In” to enter to create a room reservation.

6. This is where you login.

7. Under Reservations you will see “To Request a Pharmacy Room.”

8. One note: You can only book an event for one time frame, i.e. 8 am to 8:45 am.

9. You can book multiple dates for the same time.

10. Click on the dates you want using the arrow forward to find dates. The date when selected, the color will change to purple.

11. Note the multiple dates under When and Where.

12. Set attendance for the smallest number of people at a site. If you want only one room, select the Facility site. If you want multiple sites, then as “(all).”

13. To select a room, click on the green plus sign. When you click on the room itself, it will show the features of the room. Once you have click on all the rooms you need, it will show a list at the top.

14. The list will show all the dates and then all the rooms for that date. You would have to scroll through to see all the dates and rooms.

15. You will enter yourself as the first contact. Do not use Janea or myself in this box. We see it regardless. This what generates a confirmation to you. We also need to know who to contact if something comes up. If you were to click on submit, it would take you to the Details tab. You must complete this tab before you can submit.

16. This section of the Detail tab has specific information that we need in order to book a Techlink or Healthnet room. It also assures us you are selecting the correct rooms for your reservation. Then you click on Submit Reservation

17. Now you can view your requests. At Reservations, in the drop down box, click on View my Requests.

18. Now I can see the reservations I have made. When you initially make a request, the Status will show Web Request. When it has been approved, it will change to Web Confirmed. Click on a reservation and you can make changes. You can add a booking or cancel a booking.

19. You can cancel a booking by clicking on the “Red X.”

20. Or you can click on Cancel Bookings. Put a checkmark in the box and save to cancel. Every time you make a change it sends the change to us to approve. The Status changes as appropriate.

21. To add a booking, it will take you back to your reservation window. You will make changes and the status will change.

22. Keep in mind that the system will not allow you to book an event less than 24 hours before the start time of the event. Sometimes you cannot see a room or it tells you something cannot be booked for all dates. This is where using the grid is very helpful. It groups the rooms.

23. Here you can see several rooms. The grid does not work for multiple dates.

24. When your room(s) are confirmed by our office, you are sent a confirmation. This is another way you know your booking has been approved. The confirmation can be sent by you to others who have a need to know.

25. ? Now for questions!