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FAQ

How do I make a reservation outside of building hours or when the building is closed?

To book a space outside of its hours, you will need to contact and book through a Room Approver (Room Approver Directory) for spaces they approve or the EMS team (rooms@ucmerced.edu) for all other spaces.

How do I book on behalf of someone else?

To book on behalf of someone else, they will need to give you Delegate Access.

  • To book in the Web App, please refer to this guide on how to Establish Delegate Access.

    • Please note, you can only give access to "Active Users" or users who have logged in at least once. If your Delegate is not appearing in the search results, please have them log in first and then establish Delegate Access.

  • To book in Outlook, please refer to this guide on how to Establish Delegate Access. Delegate access will need to be established on both Web App and Outlook to book on behalf of someone on Outlook

How do I book more than 6 months in advance?

If you need to secure a space for events that require significant planning, such as commencement, please contact a Room Approver (Room Approver Directory) for spaces they approve or the EMS team (rooms@ucmerced.edu) for all other spaces.

If I choose a certain setup for my reservation will the space be configured by the time and day of my reservation?

If you choose a setup option that is not the default setup, you will need to submit your setup requests to the appropriate entity:
 

Spaces reserved in SAAC, Gallo, Pavilion, Terrace Center, and Fresno Center will be configured by the Room Approver. Please directly contact the Room Approver for details.

For other all other spaces, submit a Moving & Events work order to Facilities Management.

My rooms is stated as (none) and the location (other), but my reservation is still confirmed. Do I still have a reservation confirmed for my space?

No, you do not have a confirmed reservation. Please edit your reservation your reservation using the Outlook Plug-in or the Web App.

This error generally occurs when a user books a space, and changes the time/date in Outlook without using the Outlook Plug-In. Consequently, the user may accidentally move their reservation to a time/date without verifying there is an existing reservation. If the user changes his/her reservation's time/date where an reservation already exists, the user will lose access to the room and their room reservation will be updated to (none).

I am accidentally locked out. How do I get after hour access to a space to retrieve my belongings?

For emergency after hour access, please contact CAT COPS at 209-228-2677 (CAT-COPS). 

I do not have access to EMS? What do I need to do to validate my account?

EMS accounts are automatically set up based on your status. Please work with your supervisor to ensure your status is active. If you are an affiliate, please work with your contact and IT. For service accounts, please email rooms@ucmerced.edu.

How come the system won't let me book before a certain date?

    The cutoff time for new bookings varies by template. To find your template's rules:

    1. Go to the Home screen or the Creatae a Reservation screen
    2. Look for your template
    3. Click the "About" icon (located next to the "Book Now" icon).

    How do I check a template's rules?

      To find your template's rules:

      1. Go to the Home screen or the Create a Reservation screen
      2. Look for your template
      3. Click the "About" icon (located next to the "Book Now" icon).

      How do I get access to reserve space in the lactation rooms?

      Please reach out to Human Resources for accommodations. Human Resources will inform the Office of Space Planning & Analysis and Space Planning will grant access to the individual that need access to the lactation rooms. If you still have trouble accessing the lactations rooms, please reach out to rooms@ucmerced.edu.

      How do I invite someone who is not part of UC Merced exchange system to my event/meeting?

      In Outlook, you can either add other attendees as you normally would add attendees or forward the calendar item to any external attendees.

      In the Web App, you can send invitations to external attendees following the steps:

      1. Go to My Events
      2. Click the event/meeting name
      3. Under the Reservation Tasks summary, click “Send Invitation
      4. In the pop-up field, type in the new attendee(s)’ email addresses

      How do I reserve a room?

      All campus users can book non-instructional rooms through the web application following the steps in this How to Book a Meeting guide.

      All Windows users can also download, install, and use the Outlook Plugin following the steps in these guides:

      How far in advance can I book a space?

      The window or timeline to make an advance booking varies by template. To find your template's rules:

      1. Go to the Home screen or the Create a Reservation screen
      2. Look for your template
      3. Click the "About" icon (located next to the "Book Now" icon).

      How long will it take for my reservation request to be approved?

      Please allow up to three (3) days for response.

      If you need to use a room that requires approval before the three (3) day window, please contact the Room Manager (Room Approver Directory) regarding the reservation. We recommend selecting a reserved space for last minute reservations.

      I am a student, and EMS won’t let me complete my reservation without an CofA. What is an CofA and why do I need to provide one?

      A CofA or Chart of Accounts is your funding string, and it is typically used for recharge. If you trying to reserve space in the Student Athletics & Activities Center and/or the Joseph E. Gallo Wellness Center, you do not need an CofA and you may type “N/A” in the field.

      I am trying to book a recurrence / recurring reservation. What does it mean when the status is “Conflict”?

      The “Conflict” status can describe one or more scenarios:

      • On the Web App or Outlook Plugin, one or more bookings were made outside of building hours (weekends, after hours, etc.)
      • On the Web App or Outlook Plugin, one or more bookings were made for a space that has been reserved by another user.
      • On the Outlook Plugin, the recurrence does not have an end date.
        • To resolive this conflict ensure you set an end date within the booking window/time frame. To check your booking window/time frame, click "About" on the template.

      I can't find KL 232, 359, 360, 362, 397 to book.

      Ensure your location filter includes the "Library" building, not the "Kolligian Library" building. Booking windows vary by building. Since the Library Department has different hours of operations from other departments located in the Kolligian Library, their spaces are configured under their own building.

      I have downloaded the Outlook Plugin, but when I click the EMS icon and it just gives me a pop-up box with a link. How do I use the Outlook Plugin?

      If you receive a pop-up with a link, the icon you clicked will not start the EMS system. This icon identifies that EMS is online or offline.

      To make a reservation in Outlook with the Plugin, you will need to start an appointment on your calendar - as you normally would - and then click the EMS icon in your appointment.

      For more detail instruction on creating a reservation in Outlook, please check out this training video.

      I need to setup and teardown for my reservation, do I need to account for that in my reservation?

      Yes, please include your setup and teardown time in your reservation.

      I received an email stating my reservation was cancelled by the room approver. What do I do now?

      Your room reservation request was not approved and you will need to create a new reservation for a different space through the system. Please note that if the reservation has a “Cancelled” status, the reservation will be cancelled for your attendees as well. We recommend either you obtain room approval before you send invitations to attendees or create a separate invite for the event/meeting (as opposed to one invite for the reservation and the event/meeting).

      I use a Mac computer and Outlook. Can I use the Outlook Plugin?

      Currently, the Outlook plugin is only compatible with Windows Operating Systems. Apple users will need to make and edit their reservations in the web application.

      My reservation shows a "Cancelled" status. What do I do now?

      Your room reservation request was not approved and you will need to create a new reservation for a different space through the system. Please note that if the reservation has a “Cancelled” status, the reservation will be cancelled for your attendees as well. We recommend either you obtain room approval before you send invitations to attendees or create a separate invite for the event/meeting (as opposed to one invite for the reservation and the event/meeting).

      What does “rooms you can request mean?”

      The space requires an approval to become a confirmed reservation.

      What is the difference between a reservation and a booking?

      A reservation consists of one or more bookings. A booking is one occurrence at a specific time and place.

      Where do I reserve a classroom for my event/meeting?

      Currently, the EMS Room Reservation System can be used to reserve non-instructional spaces campuswide. For instructional spaces, such as classrooms, you will need to reserve space with the Registrar through Ad Astra.

      Why do I need to identify the event type for my reservation?

      The “event type” data is used in reports to understand how we use space. Your name and the purpose of the reservation will remain private.