What does “rooms you can request mean?”
The space requires an approval to become a confirmed reservation.
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.
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 only tell you if EMS is online or offline. To make a reservation in Outlook with the Plugin, you will 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.
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.
- To book in Outlook, please refer to this guide on how to Establish Delegate Access.
How do I make a reservation outside of building hours?
You will need to contact a Room Approver (Room Approver Directory) for spaces they approve or the Office of Space Planning & Analysis (spaceplanning@ucmerced.edu) for all other spaces.
How far in advance can I book a space?
The window for advance booking varies by template. Review the template rules by clicking on the “About” Button on the home screen or the ‘create a reservation’ screen.
If you are already inside the template, you can the information icon to view booking rules.
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.
What is does it mean when my reservation/booking has the status “Conflict”?
The “Conflict” status can describe one or more scenarios:
- One or more bookings were made outside of building hours (weekends, after hours, etc.)
- One or more bookings were made for a space that has been reserved by another user.
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.
I am a student, and EMS won’t let me complete my reservation without an FAU. What is an FAU and why do I need to provide one?
An FAU is a Full Accounting Unit, 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 FAU and you may type “N/A” in the field.
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.
Where do I reserve a classroom for my event/meeting?
Currently, the EMS Room Reservation System can be used to reserve non-instructional spaces campus wide. For instructional spaces, such as classrooms, you will need to reserve space with the Registrar through Ad Astra.
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).
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).
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.
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.
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 spaceplanning@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:
- Go to My Events and select the event/meeting
- Under the Reservation Tasks summary, click “Send Invitation”
- In the pop-up field, type in the new attendee(s)’ email addresses
