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Download presentations from Ems live! 2016

Use the filters below to find and download keynote and workshop presentations. 

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MONDAY, SEPT. 12

Adding and Managing Service Providers in EMS

Services Scheduling | Conference & Events | Advanced Clinic

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Recruiting your service providers, such as A/V and catering, can be a great way to expand the footprint of EMS, get a greater return on your investment, and give your end users a true one-stop-shop.

In this session, we will review the configuration needed to support service providers, explore end-user workflow advantages when they use EMS, and review the easiest ways to mange the operation through Manage Services and reports. This clinic is not to be missed if you have recently added or are considering adding a service provider.

Note: The Advanced Clinic workshops require an additional fee. Be sure to select this option during the registration process.

- Read Less

Beyond the Basics, Managing Complex Bookings

Academic Scheduling | Conference & Events | IT-System Admin | Advanced Clinic

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You’ve mastered the basics and can make and manage reservations like a pro. Now, you are looking for more advanced tips, such as a deep-dive into tools that may be beneficial, a review of configurations that would support more automation and efficiency like the Reservation Wizard Templates, and to move beyond basic reporting.

This is a session for the intermediate EMS user, one that has a firm foundation and is looking to understand the under-utilized aspects of EMS that could benefit a complex environment.

Note: The Advanced Clinic workshops require an additional fee. Be sure to select this option during the registration process.

- Read Less

Introduction for Workspace / Desk Scheduling

Beginner’s Clinic | Workplace Strategy | Desk-Workspace Scheduling

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Have you been asked to head an organizational implementation of a shared workspace environment? Or asked to operate within one?

Designed for users new to the workspace management functionality within EMS, this introductory hands-on clinic will teach you the basics on how to manage the basics in an office hoteling environment where employees are asked to reserve a workspace or desk for the day.

Note: The Beginner's Clinic workshops require an additional fee. Be sure to select this option during the registration process.

- Read Less

Introduction to Academic Scheduling - Publishing the Course Schedule

Beginner’s Clinic | Academic Scheduling | IT-System Admin

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Are you preparing to publish a new academic schedule within EMS Campus and aren't sure where to start?

Designed for new users, this introductory, hands-on workshop will teach you the basics of how to use the academic scheduling options within EMS. You will learn how to publish the academic course schedule, manage course changes, and run common academic reports.

Note: The Beginner's Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Introduction to Automated Academic Room Assignment (Optimization)

Beginner’s Clinic | Academic Scheduling

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Do you ever wonder if you're truly assigning a course to the most appropriate room or space?

Designed for users new to the optimization functionality within EMS Campus, this introductory, hands-on clinic will teach you the basics on how to use the the Optimizer to create your academic room assignments. You will also learn how to configure the software to support optimization and run reports to help you assess optimization success.

Note: The Beginner's Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Introduction to Event / Meeting Scheduling in EMS

Beginner’s Clinic | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Designed for users new to EMS, this introductory, hands-on clinic will teach you the basics on how to use the software for event and meeting scheduling. Get an introduction to making and managing reservations with basic services like A/V and catering, search for existing reservations, be introduced to common reports, and review configuration tips and tricks along the way.

This clinic is perfect the a brand new user or one familiar with the system that is looking to perfect their skills.

Note: The Beginner's Clinic workshops require an additional fee. Be sure to select this option during the registration process.

- Read Less

Networking Sessions

Networking | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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The keys to success often lay in the hands of your community. So what better way to learn more about EMS and workplace and campus strategies than from other users?


We will be hosting two networking sessions during the 1 pm to 5 pm timeframe. Each 90 minutes long, the networking sessions are designed for you to network with fellow attendees by geography / industry and by role in your organization. Networking sessions will be facilitated by an EMS executive and will cover a range of topics of interest to the group. Add the Networking Session to your registration to attend this event.

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TUESDAY, SEPT. 13

Welcome PDFVIDEO

Keynote | Rob Gaffney and Jacob McNulty

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Delivering Value with Every Release PDFVIDEO

Keynote | PG Bartlett, VP of Product, EMS Software

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Join PG Bartlett, vice president of product, and key members of his team as they demonstrate the latest capabilities in EMS interact more seamlessly with their space -- Mobile, Microsoft Outlook, and modernized user experience. Plus, the team will give a sneak peek of some of the features coming in the next release. EMS provides the fastest and easiest way to schedule a meeting, reserve a workspace or secure any other type of space.

- Read Less | DOWNLOAD PRESENTATION PDFVIDEO

Implementing Walk-Up Reservations to Improve Space Utilization PDF

Product Workshop | Desk-Workspace Scheduling | Meeting Scheduling

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When tasked with improving space utilization, you need the ability to offer greater knowledge and control of your space.  

With tools such as EMS Glance, Kiosk, and Mobile you can gain a greater understanding of your space utilization and offer real-time access to available space for people ready to use it. This session will review these options, explore the most effective ways to leverage EMS, and review reports that shed light on utilization trends within your operation to maximize return on your real estate investments.

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Using the Book and Wizard PDF

Product Workshop | Academic Scheduling | Services Scheduling | Desk-Workspace Scheduling | Meeting Scheduling

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Designed for new users, discover tips and tricks as two of the most powerful tools in EMS – the Book and the Wizard – are covered in detail. Topics include display options, adding reservations more quickly, dragging and dropping for quick edits, swaping rooms, and more.

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Exam Scheduling in EMS and your SIS: Notre Dame PDFVIDEO

Academic Scheduling | Customer-Led Session | Digital Campus Strategy

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Using student information systems (SIS) information to inform final exam schedules can be a tedious task. Attend this session by Linda Martellaro, Assistant Registrar, Office of the Registrar at the University of Notre Dame, as she discusses how the university uses both SIS and EMS data to create final exam schedules and more. In the session, Linda will detail the university’s process, including identifying courses in SIS, creating scripts in SharePoint, and using EMS for scheduling exams. Linda will also discuss post-scheduling and how Notre Dame uses EMS data to generate exam data for instructors and exam-conflict information for students.

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Implementing a Successful Hoteling Strategy: JP Morgan Chase

Workplace Strategy | Desk-Workspace Scheduling | Customer-Led Session

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Hoteling is a fundamental part of a Workplace of the Future strategy that requires careful planning and implementation. Attend this session and learn from David Kornfeld, Vice President of Global Amenity Services at JP Morgan Chase, about the company's new Choice Seating global hoteling initiative. David will discuss how he and his peers created the hoteling and neighborhood rules, how they addressed unexpected issues such as hygiene within hoteling workspaces, their preparations and vision for the future, and how they're using EMS to manage all of it.

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Reviewing and Maintaining Your Academic Synchronization and Configuration PDF

Product Workshop | Academic Scheduling | IT-System Admin

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Keeping the building blocks of your academic configuration up-to-date is critical to scheduling success. 

These tips will ensure that you are reviewing the synchronization information coming from your Student Information System (SIS) on the right time table, making updates to your configuration that will support your desired workflow, and utilizing the latest configuration fields to make your academic course scheduling operation efficient.

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Adding a Service Provider Operation to EMS PDF

Product Workshop | Services Scheduling | Conference & Events

+ Read more | DOWNLOAD PRESENTATION

Are you considering expanding the footprint of your operation within EMS to include the management of services and resources? 

Commonly, such expansion includes A/V equipment, IT equipment, facilities set-ups / furniture, or food service. This introductory session will explore a day-in-the-life of these operations, highlighting the benefits of managing these operations within EMS and sharing configuration and workflow design tips for initial implementation.

Note: Don't miss the Managing Your Service Operations Workflow Effectively session for additional tips on day-to-day effectiveness.

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Completing Common Tasks More Quickly: Power Tools PDF

Product Workshop | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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There are over a dozen tools in the EMS Reservation Navigator to help with the day-to-day maintenance of your events and meetings.

Whether you need to copy an entire event, move a set of bookings, rapidly edit attendance counts, or apply a discount to an entire reservation, this session will review the common utilities that can save you a great deal of time. 

- Read Less | DOWNLOAD PRESENTATION PDF

Transitioning from Virtual EMS to the Web App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Ensure that your transition from Virtual EMS to the Web App is successful.

In this session, we will review the workflow changes that enable the new end-user-focused design, as well as outline configuration recommendations that make the transition as smooth as possible. Additional tips on the effective use of help text and simplification of your web process templates will ensure that your end users are able to adopt quickly and easily.

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Using EMS to Create a More Secure Campus: University of Kentucky PDFVIDEO

Academic Scheduling | IT-System Admin | Customer-Led Session | Digital Campus Strategy

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Student and employee safety is a priority for every campus. Join Ashley Casteel, Associate Director, and Amanda Adams, Event Services Coordinator at the University of Kentucky Student Center & Event Management Office, as they discuss how centralizing and consolidating event approvals on campus have created a safer environment for students, faculty and staff. Ashley and Amanda will share their team's journey of implementing the University’s recommendations and policies through utilizing EMS to communicate event details with campus partners (i.e. UK Police, Risk Management, Greek Affairs, Physical Plant, etc.) when approving events on campus. Attendees will learn how the Event Management Office has created an efficient workflow using EMS notifications, statuses, categories, and resources to benefit all members of the University community.

- Read Less | DOWNLOAD PRESENTATION PDFVIDEO

How Tablet Mobility Is Transforming The Way We do Business: ArmorActive PDF

Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

+ Read more | DOWNLOAD PRESENTATION

Enterprise tablet mobility is transforming the way businesses interact with both consumers and employees. By the end of 2016, it’s estimated that more than 45 million tablets will be purchased globally for enterprise applications. These consumer-based products have transformed our daily lives and opened up a host of benefits and challenges in a business context. Join Travis Hooper, Vice President of Product and Strategy, as he reviews the trends and most popular use cases for tablet deployments, as well as some of the challenges around security, accessibility, mobility and engagement love of tablets for every major business application.

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What's New in EMS for Outlook PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

+ Read more | DOWNLOAD PRESENTATION

In this session, we will explore the new user experience in the June 2016 release of EMS for Outlook. We'll show you our faster, friendlier way to book and change meetings, and you'll see how we've made it easy for you to create and manage recurring bookings – even if you need two or more different rooms to satisfy all occurrences.

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Pioneering Workplace Strategy, Past and Future: Accenture PDFVIDEO

Workplace Strategy | Customer-Led Session

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Only a handful of organizations have laid the groundwork for a Workplace of the Future strategy, Accenture is one of them. Attend this session led by Josey Duke, Global Capability Lead for Space Management Strategy at Accenture, and learn about the company's journey in Workplace of the Future strategy and technology. In this session Josey will discuss Accenture's 25-year-tested best practices for hoteling and space optimization for increased efficiency and cost savings, as well as their ground-breaking Space Management 20/20 initiative leveraging the internet of things (IoT) to create a frictionless office experience.

- Read Less | DOWNLOAD PRESENTATION PDFVIDEO

Beyond Confirming Details: Using the Confirmation Report as a Communication Tool PDF

Product Workshop | Conference & Events | IT-System Admin

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Communicating the details of a confirmed reservation is an essential function of a scheduler or site administrator. 

Learn how versatile the Confirmation report can be when used for proposals, event confirmations, cancelation confirmations, and more. When combined with the CRM module for contracts, it can make your operation even more efficient. Take a tour of the many ways that your peers are using the Confirmation function in order to increase communication and decrease administrative workload. 

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Increasing Self-Service Access to Academic Data

Product Workshop | Academic Scheduling

+ Read more

The Campus Planning interface can be used as a powerful communication tool for your departmental users.

Give departmental users direct access to reports, allow them to browse information, and to locate available time blocks. Of course you should do all of this with style, so we will also share some easy-to-implement design tips and help text.

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Building Notification Rules PDF

Product Workshop | Workplace Strategy | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Improve communication with notifications! In this introductory session, learn how to configure the system so you are notified of new requests from the web, new service orders needing review, cancellations requiring action and more. Notification capabilities reviewed in this session are available in Enterprise-level systems; a lightweight version of notifications is also available in EMS Professional.

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Managing Your Service Operations Workflow Effectively PDF

Product Workshop | Services Scheduling | IT-System Admin

+ Read more | DOWNLOAD PRESENTATION

Let's review best practices in executing your service operation workflow. 

Ensure that deliveries are made on time and items are picked up and returned to inventory. Facilitate quick and easy cross-communications with customers and give them the ability to make requests. The use of Virtual EMS, service-level notifications, and managed services will be reviewed as critical points in the service-provider workflow.

Note: The Adding a Service Provider Operation to EMS session is a great prelude for the configuration building blocks of the workflow covered in this session.

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Simplifying the Online End User Experience for Self-Service Space PDF

Product Workshop | Desk-Workspace Scheduling | Meeting Scheduling

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The key to making the end user experience satisfactory for reserving a simple meeting or conference room, desk space, study room or other self-serve space is that it needs to be quick, easy, and accessible from multiple end-points.

Review best practices for reducing reservation request complexity to provide a better user experience. In addition, review the workflow for the same reservation across multiple end-points, such as web, mobile, digital signage and Outlook. Ensure that the experience is consistent with these simple checks.

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Leveraging Utilization Reports to Maximize Limited Space: Harvard Medical School PDFVIDEO

Academic Scheduling | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

+ Read more | DOWNLOAD PRESENTATION

As in many urban cities, real estate in Boston is scarce and costly -- necessitating informed business decisions about use of space and operations. Having answers to the following questions is extremely helpful when making such decisions

  • When are spaces most heavily used?
  • When are they underutilized?
  • Could we encourage our community to use spaces at the times of the day which are most available?
  • Are rooms the right size for our needs?
  • Could spaces be modified to better meet demands?

Attend this session and learn from Ellen Adams, Room Scheduling Coordinator at Harvard Medical School as she shares how the school leverages EMS utilization reports to answer these questions and more.

- Read Less | DOWNLOAD PRESENTATION PDFVIDEO

Optimization: Increasing Efficiency in the Room Scheduling Process PDF

Product Workshop | Academic Scheduling | Digital Campus Strategy

+ Read more | DOWNLOAD PRESENTATION

Automating the assignment of courses into rooms can lead to a more efficient process.

Automation reduces the amount of time needed to schedule and increases seat fill and room utilization. Review best practices to execute this process accurately.

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What's New in EMS Mobile PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

+ Read more | DOWNLOAD PRESENTATION

In this session, we will explore the new EMS Mobile App in our June 2016 release. We built this app for everyday users who need to book meetings and reserve space while "on the go," and we'll show you how people can quickly and easily create new bookings; view, edit, cancel, or check-in to existing bookings; invite attendees to a meeting; and browse to find a meeting.

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What's New in the Web App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

+ Read more | DOWNLOAD PRESENTATION

In this session, we will explore the new June 2016 release of the EMS Web App (formerly called Virtual EMS). You'll see how we've simplified the steps for everyday users to book a meeting or reserve space to work, study, or practice. We'll also show you how the mobile-responsive features of this new design, and we'll review important considerations for upgrading from older versions.

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The Case for Space: Harvard University PDFVIDEO

Keynote | Katherine Gates

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Join Katherine Gates as she discusses how Harvard University is using space management to address key trends in higher education.  Most colleges and universities are facing increased financial pressures as the main revenue drivers (tuition, grants, donations and endowments) decline.  The costs of physical space are often the second largest expense category after salaries, and one way to reduce these costs is to increase space utilization and ensure that new buildings meet current and future demands. Changing student demographics, new pedagogy and online courses often require more space and re-imagined space. Space management has also helped Harvard address key risks, including campus safety and space adequacy. Come learn how the Faculty of Arts and Sciences has convinced their varied staff, from finance managers to leaders in student life, that there is a case for space.

- Read Less | DOWNLOAD PRESENTATION PDFVIDEO

Doing the basics brilliantly: Listening to Employees Pays Off Big for Real Estate & Facilities by GSK PDFVIDEO

Keynote

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When more than 110,000 employees have feedback, GSK Worldwide Real Estate & Facilities (WREF) listens. Utilizing simplified customer satisfaction practices, GSK deployed Customer Effort Scoring (CES) to best understand the ease of use and effectiveness of services, such as food services, audio / visual services, and meeting management. Join Christopher Higgins, Commercial Analytics Director for Worldwide Real Estate and Facilities at GSK, as he discusses how CES and the improvements made have resulted in measurable business outcomes.

- Read Less | DOWNLOAD PRESENTATION PDFVIDEO

Effectively Managing Self-Service Space PDF

Product Workshop | Desk-Workspace Scheduling | Meeting Scheduling

+ Read more | DOWNLOAD PRESENTATION

Are you looking to transition some of your managed space to self-service? Are you unsure if you have all of the methods in place to ensure the highest use of your space?  

Join us to review configuration and operational tips to ensure that your users have what they need from confirmations, that you are using automated notifications to reduce no-shows, and that your users can easily cancel space they no longer need.  All of this will lead to increased utilization of space, reduced operational overhead, and a better experience for everyday users.

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What's New in EMS Mobile PDF

Product Workshop | Workplace Strategy | Academic Scheduling | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

+ Read more | DOWNLOAD PRESENTATION

In this session, we will explore the new EMS Mobile App in our June 2016 release. We built this app for everyday users who need to book meetings and reserve space while "on the go," and we'll show you how people can quickly and easily create new bookings; view, edit, cancel, or check-in to existing bookings; invite attendees to a meeting; and browse to find a meeting.

- Read Less | DOWNLOAD PRESENTATION PDF

Tips for Event-Related Configuration PDF

Product Workshop | Conference & Events | Meeting Scheduling

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Understanding and accurately defining your EMS core data is central to effective software performance. This session will provide an overview of basic event-related configuration in EMS including event types, messages, comment types, reminders and more. It’s the perfect introductory session for those interested in learning how to start configuration of their EMS system.

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Doubling Revenue without sacrificing the university schedule: NYU PDFVIDEO

Academic Scheduling | IT-System Admin | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

+ Read more | DOWNLOAD PRESENTATION

The bottom line is important to every institution. By understanding space utilization, there may be an opportunity to increase revenue without sacrificing the university schedule. Attend this session as John Reiners, Marketing & Scheduling Manager for Kimmel & Global Centers at New York University, discusses how NYU has used EMS to understand space utilization and manage space rental, resulting in doubled revenue from $2M to $4M from 2008 to present. John will also discuss how EMS is used to track all financials and how it is used for the university’s journaling procedures, sales reports, and compliance regulations.

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What's New in EMS for Outlook PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

+ Read more | DOWNLOAD PRESENTATION

In this session, we will explore the new user experience in the June 2016 release of EMS for Outlook. We'll show you our faster, friendlier way to book and change meetings, and you'll see how we've made it easy for you to create and manage recurring bookings – even if you need two or more different rooms to satisfy all occurrences.

- Read Less | DOWNLOAD PRESENTATION PDF

Moving From Spreadsheets to an Online Academic Schedule Build Process PDF

Product Workshop | Academic Scheduling

+ Read more | DOWNLOAD PRESENTATION

Are you currently drowning in a sea of spreadsheets or emails with course changes? Streamline the process by incorporating the use of Define and Edit modes into your planning cycle.

Review the collection and reporting options that can make these updates more manageable and help you keep your sanity during the course scheduling process.

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You're Live. Now What? Tips for the System Administrator PDF

Product Workshop | IT-System Admin

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New users need training to get onboard. Existing users need to stay up-to-date on EMS features and internal policy. And additional departments are interested in joining in the operation. Where do you start?

We've compiled best practices and tips from our most successful customers in order to keep your EMS system use healthy and thriving, to expand your EMS footprint, to increase your return on investment, and to keep your users humming within the system.

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Integrating Sustainability within Workplace Strategy: Leidos PDFVIDEO

Workplace Strategy | Customer-Led Session

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Building sustainability into workplace and campus strategy is a modern-day necessity. Doing so reduces costs, differentiates your brand, and attracts and retains people. Attend this session and learn from Carla Post, Director of Conference Services and Sustainability Project Manager at Leidos, about the implementation, achievements, and goals of the company's robust sustainability program, and how this program fits within their workplace strategy.

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Eliminating Double Bookings, Improving Communications, and Gaining Visibility into Reservable Space: Georgia Institute of Technology PDFVIDEO

Academic Scheduling | Services Scheduling | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

+ Read more | DOWNLOAD PRESENTATION

Lack of visibility into spaces that are available to book by anyone on campus can create many problems, such as miscommunications, double-bookings, and wasted resource and service deliveries. Attend this session and learn from Cynthia Hutcherson, Senior Manager Capital Planning and Space Management, and Ruth Pierre, Campus Space Coordinator-Academics, from the Georgia Institute of Technology, as they discuss how they set up and use EMS email notification tools, dashboard, and the EMS academic and reservation book features to create transparency and resolve these problems and more across campus.

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Using the Pricing and Billing Functions Within Your Operation PDF

Product Workshop | Conference & Events | Meeting Scheduling

+ Read more | DOWNLOAD PRESENTATION

Are you considering adding the EMS pricing / billing functionality to your operation?

Walk through the actual steps involved in the EMS billing-cycle process. Topics include: payment entry, billing worksheet, invoicing, adjustments, general ledger distributions, and additional reports designed to organize your financial information. 

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The Dashboard PDF

Product Workshop | Academic Scheduling | Services Scheduling | Desk-Workspace Scheduling | Meeting Scheduling

+ Read more | DOWNLOAD PRESENTATION

The user-configurable dashboard is an all-in-one view of your reminders, tentative reservation follow-ups, web requests, waitlist maintenance tasks and other notifications. This session will review how to use the dashboard, demonstrating simple methods for managing all your scheduling tasks, accessing notifications and even generating “on-the-fly” metrics and reporting.

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Adding Your Catering Operation to EMS: Configuration Tips and Considerations PDF

Product Workshop | Services Scheduling | IT-System Admin

+ Read more | DOWNLOAD PRESENTATION

Plan on this configuration overview session if you are considering, or have recently started, using EMS to manage your organization’s catering resources.

Topics will include the configuration of categories / resources, utilizing selections and production items within your menu, and considerations for configuring allowing online resource requests.

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Collecting Departmental and Faculty Needs to Support Academic Course Scheduling PDF

Product Workshop | Academic Scheduling

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The math instructors require chalkboards; all history courses must be in one building; and the business instructors prefer the third floor. How can you manage all of these requirements easily?

Collecting, storing, and reporting on preferences and requirements is an important part of the scheduling process, especially if you're planning to use optimization. Review best practices and design tips to make this process efficient and easy.

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What's Ahead with the EMS Room Sign App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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If you're interested in making it easier for your users to view room availability and schedule rooms on-the-fly, then this session is for you. Join Prajwal “Praj” Kulkarni, product manager, for an update on the EMS Room Sign App also known as Glance. Praj will discuss how room signs play a role in workplace productivity and brand differentiation in the context of a live demo. He will also preview of the major enhancements scheduled for arrival in Spring 2017.

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Publicizing Event Information Wisely: A Tour of Master Calendar Sites PDF

Product Workshop | Conference & Events

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Looking to draw a crowd to your next event? Trying to keep your employees informed about the next professional development opportunity? 

Spread the news! Learn ways to share this information by getting best practices from organizations utilizing EMS communication tools.

- Read Less | DOWNLOAD PRESENTATION PDF

Cloud Services for EMS PDF

Product Workshop | IT-System Admin

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We have been asked one questions several times: “Do you offer EMS in the Cloud?”

Join Greg Biegen, director of cloud operations and security at EMS Software, as he leads this informative session about what's new with the EMS cloud hosting offering, including the benefits, security, and considerations when moving to a hosted solution.  This session will give you all the details so you can make an informed decision if cloud hosting for EMS is right for you. Come prepared for a lively, informative discussion.

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Incorporating Pricing and Billing into Your Operation: Configuring Billing PDF

Product Workshop | Conference & Events | IT-System Admin | Meeting Scheduling

+ Read more | DOWNLOAD PRESENTATION

Plan on this configuration overview session if you are considering or have recently started using EMS to manage the pricing / billing of your rooms and resources.

Review how to build and ensure accuracy of your rate schedules and pricing plans, and put a strategy in place to keep them up-to-date.

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Giving Users What They Want - Getting Started with Mobile PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

+ Read more | DOWNLOAD PRESENTATION

Your users are on the go - give the the cabpability that they need and deploy EMS Mobile into your organization.  It will allow users to make just-in-time reservations, review their own reservation schedule, and check-in for reserved space.  We will configuration and authentication tips so that you can be a success with your deployment.

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Nuts and Bolts. Implementing EMS to Support Workplace Strategy: MITRE PDFVIDEO

Workplace Strategy | Desk-Workspace Scheduling | Customer-Led Session

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Conceptualizing workplace and campus strategies is one thing, implementation is another. Attend this session and learn from Jim Higgins, Conferencing Service Manager, and Nate Jacobs, Information Systems Engineer, on how MITRE implemented EMS to support their new workplace strategy standards. This session will cover how they transitioned from their home-built room reservation system to EMS, how they are managing their new neighborhood workspace concept, as well as the multiple ways their employees are now able to reserve space.

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Bridging The Gap to your End Users by Leveraging Advanced Features to Improve Workflows: Florida State University PDFVIDEO

Academic Scheduling | Services Scheduling | IT-System Admin | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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In this session, Matt Watson, Director of Oglesby Union Guest Services at Florida State University will provide a detailed look into how FSU is utilizing optional features to improve the end user experience within multiple departmental workflows on campus. Matt will be joined by EMS Consultant Jeff Volaski to discuss strategies and best practices for streamlining complex workflows using various modules within EMS; such as CRM, Integrated Authentication and Floor Plan modules. Highlights include use of VEMS for meeting and event management beginning with the creation of requests for Faculty/Staff/Students and ending with a confirmed event and automated report deliveries to service providers. Throughout this session, attendees will receive tips and tricks, as well as best practices on how to model FSU’s process and take their workflow to the next level.

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How Yale School of Management Has Integrated EMS With Everything… Really. Everything. PDFVIDEO

Academic Scheduling | Conference & Events | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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In this session, Jon Ingersoll, Manager for Application Development at the Yale School of Management IT, discusses how the university has integrated EMS into all of their operations. Highlights include their use of EMS for course and event management, as well as their integrations for classroom automation, scheduling, recordings, calendar subscriptions, visitor data, and campus groups. Jon will also showcase the university’s state-of-the-art use of digital displays, as well as their plans for the future.

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Gain Utilization Insights by Instituting Booking-Level Check-In PDF

Product Workshop | Desk-Workspace Scheduling | Meeting Scheduling

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Booking-level check-in features allow your organization to gain new room usage insights as well as automate notifications and cancellations for no-shows. 

Attend this session to understand how to leverage this feature to communicate with booking hosts and capture better data that will ultimately allow you to free up your valuable room inventory for reuse.

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Attendee Appreciation Event - En Blanc Party

Special Events

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Ready for some fun? Then you won't want to miss our Attendee Appreciation Event. Put on your favorite white cocktail outfits and join us for our elegant, French-themed Blanc Party featuring food, drinks, and entertainment. Ooh là là!

EMS Live! conference badge is required for entry.

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WEDNESDAY, SEPT. 14

Rethinking the Workplace: BNY Mellon PDFVIDEO

Keynote | Tony Lalli

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For workplace strategy to be successful, it must address the human element. Attend this session hosted by Joe Hamilton, Managing Director and Head of Corporate Services and Global Real Estate Strategy at BNY Mellon, and learn about BNY Mellon's global Workplace Excellence program and how it's changing lives through its emphasis on attracting, retaining, and engaging employees and candidates while still reducing costs through a smaller real estate footprint.

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The Pre-requisite for a Unified Campus Scheduling Strategy – Alignment PDFVIDEO

Keynote | Robert Gonzales, Jr.

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With 1.2 million square feet of real estate on 55 acres, Stevens Institute of Technology needed a unified strategy for scheduling and managing space for its students, faculty, and employees. Join Robert Gonzales, Jr., Director of Event Management for Stevens Institute of Technology, as he shares how the university aligned its stakeholders across campus – athletics, academic departments, student extra-curricular activities, and performing arts to name a few – to maximize the use of all its space. From empowering students to make their own reservations to campus-wide insights into utilization, Robert will conclude with how Stevens’ strategy has empowered users, improved processes, and created efficiencies across campus.

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Considerations for Academic User Permissions and System Administration PDF

Product Workshop | Services Scheduling | IT-System Admin | Meeting Scheduling

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Whether your scheduling system has 1 or 100 users, it makes sense to give each individual a specific set of permissions according to use.

In this session we’ll review the concept of Template security and the most critical security processes, as well as discuss how to limit rights to specific rooms, areas and statuses for client users.

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Getting Started with Outlook and Exchange Integration: The Basics PDF

Product Workshop | Academic Scheduling | Services Scheduling | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Microsoft Outlook is a great tool for email and personal scheduling, but what if it could also be used in conjunction with room scheduling? The EMS for Outlook add-in and Exchange integration enhances Outlook’s already familiar interface with powerful room scheduling capabilities. See if EMS for Outlook is a fit for your organization especially after its recent facelift!

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Managing Complex Requests: Simplifying the End User Experience PDF

Product Workshop | Conference & Events | IT-System Admin

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The key to getting your users to make requests online rather than call or email you is to ensure that it is as simple as possible.

Simplicity can be challenging when you are managing complex space with many business rules. We will review tips on simplifying your request form while honoring the necessary rules. Have you reviewed your request form from the user's point of view lately? It may be more complicated than you think. Let's get that changed.

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Cloud Services for EMS PDF

Product Workshop | IT-System Admin

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We have been asked one questions several times: “Do you offer EMS in the Cloud?”

Join Greg Biegen, director of cloud operations and security at EMS Software, as he leads this informative session about what's new with the EMS cloud hosting offering, including the benefits, security, and considerations when moving to a hosted solution.  This session will give you all the details so you can make an informed decision if cloud hosting for EMS is right for you. Come prepared for a lively, informative discussion.

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Editing Final Exam Schedules After They're Published: Butler University PDFVIDEO

Academic Scheduling | Customer-Led Session | Digital Campus Strategy

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There is a perception that once final exam schedules have been created, they're set in stone. However, this isn't necessarily the case. Join Shonda Cheever, Registration & Records Coordinator of Publications and Scheduling at Butler University, as she shares the University’s best practices for pre- and post-publishing processes within EMS. Shonda will detail how adjustments can be successfully made in EMS to the schedule post-publication, including combining exams, adjusting dates and times, and even cancelling exams.

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Managing Video Conference Scheduling in EMS PDF

Product Workshop | Conference & Events | Meeting Scheduling

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Does your organization currently schedule video conference rooms or resources using EMS?

Learn the features that support the unique needs of scheduling video conference meetings for both everyday users making requests from the web and for expert users from the client. Come prepared to share some of your video conference scheduling ideas. 

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The Devil’s in the Details: How to Use Queries to Find Even the Most Obscure PDFVIDEO

Conference & Events | IT-System Admin | Meeting Scheduling | Customer-Led Session

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With 700+ attorneys across 14 global offices, Baker Botts conference services needs to manage and track thousands of meeting details. Join Mary Jo Zerr, Conference Services Manager at Baker Botts, as she shares how the firm uses the query to find and tie all the meeting details together, including multiple locations for a single meeting. With more than 16 years of experience in database-driven software, Mary Jo will share her tips and tricks to common queries that help the firm’s conference services stay at tip-top efficiency levels.

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Reporting on Your Service Operation PDF

Product Workshop | Services Scheduling | Conference & Events | Meeting Scheduling

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Review the most critical reports and saved searches that are used to manage and analyze your service operation.

From ensuring that deliveries are made on time to analyzing the frequency with which a particular piece of equipment is used in order to determine replacement timeline, take this opportunity to hear about successful strategies and best practices for your service teams.

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Automating Communication to Your Users: Group Notification Rules PDF

Product Workshop | Conference & Events | IT-System Admin

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Do your users forget to cancel their reserved space even though they don't plan to use it? Do they need directions to a hard-to-locate venue? Do they need to guarantee their catering count?

Automating reminders to your users by utilizing group notification rules can add an important layer of communication, making their life easier and your operation more efficient.

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Doubling Revenue in One Year with EMS: Minneapolis Community College & Technical College PDFVIDEO

Academic Scheduling | IT-System Admin | Customer-Led Session | Digital Campus Strategy

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With the time-savings Minneapolis Community & Technical College (MCTC) gained by implementing EMS for their scheduling, they set up EMS to manage and charge for room and resource rentals for both internal and external groups. From this, they doubled their facilities rental revenue in one year without advertising, as well as have justified new equipment purchases without relying on the general fund. Attend this session and learn from Meg Giesen, Scheduling Coordinator for MCTC, about the how the college accomplished this and is now implementing other EMS features to generate further revenue.

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What's New in the Web App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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In this session, we will explore the new June 2016 release of the EMS Web App (formerly called Virtual EMS). You'll see how we've simplified the steps for everyday users to book a meeting or reserve space to work, study, or practice. We'll also show you how the mobile-responsive features of this new design, and we'll review important considerations for upgrading from older versions.

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Considerations for Client User Permissions and System Administration PDF

Product Workshop | IT-System Admin

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Whether your scheduling system has 1 or 1,000 users, it makes sense to give each individual a specific set of permissions according to use.

In this session we’ll review the concept of Template security and the most critical security processes, as well as discuss how to limit rights to specific rooms, areas, and statuses for client users.

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From Manual to Automated: Academic Scheduling: American University PDFVIDEO

Academic Scheduling | Conference & Events | Customer-Led Session | Digital Campus Strategy

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Join Ciel Bailey, Assistant Registrar for American University, as she discusses the how the university is using best practices to streamline its academic operations. Specifically, Ciel will cover the implementation of EMS for academic scheduling for American University’s Main Campus programs. In this session, you’ll learn how AU is migrating academic scheduling from a manual to an automated process with EMS for classroom optimization, the Campus Planning Interface (CPI), and final exam scheduling. Ciel will review the challenges of implementing EMS in an environment where multiple event scheduling systems pre-exist, including multiple instances of EMS, as well as the benefits the university is experiencing as a result of automating its academic scheduling.

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Managing Complex Requests: Tips for Ensuring a Smooth Workflow PDF

Product Workshop | Services Scheduling | Conference & Events | Meeting Scheduling

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Once a user has made a request, do you have a seamless process mapped out in EMS to ensure proper internal communications and collection of details? 

Are you using notifications, reminders, comments, and user-defined fields to their fullest? If not, come get our tips for ensuring a smooth workflow.

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Become the Master of the Calendar: Working Backwards to Build Workflow PDF

Product Workshop | Conference & Events

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Whether you are using the EMS Master Calendar or have a different tool to publicize your reservations, learn to walk through your event cycle to determine the best ways to collect and flag your reservations so they end up on the correct calendar. Also learn configuration and end-user experience tips that will make your workflow less cumbersome and ensure you have correctly publicized information.

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Integrating Motion Detector Data Into EMS: MITRE PDFVIDEO

Workplace Strategy | IT-System Admin | Desk-Workspace Scheduling | Customer-Led Session

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When MITRE started implementing EMS based on its new workplace standards, some of the requirements were to support an increasingly mobile workforce, calling for leading-edge room availability features. Motion detectors were mandated in all bookable spaces, providing a constant stream of real-time occupancy data. {ENTER} Attend this session, hosted by Marc Cannava, Mobility Solutions Technologist, and Nate Jacobs, Information Systems Engineer at MITRE as they discuss how they tied their motion detector data into EMS using 7 Point Solutions. This session will showcase the custom software MITRE designed with 7 Point to support motion detectors in every room, expand booking policies to include percentage-based rules, provide a real-time room availability kiosk with a responsive mobile component, support advanced room utilization reporting, and support rooms that are managed exclusively by motion detection and displayed in real-time in EMS.

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Keeping the Academic Room Schedule Up-to-Date PDF

Product Workshop | Academic Scheduling | Services Scheduling | Meeting Scheduling | Digital Campus Strategy

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You've published your term....but now the changes come rolling in. Learn how to keep the courses in EMS from your Student Information System (SIS) up-to-date. 

Analyze some of the most efficient ways to keep EMS in sync with your SIS, determine what approach (manual versus automatic) makes sense for you and what features are available to keep you informed.

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Strategies for Integrating and Maintaining Your Facilities Data PDF

Product Workshop | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Often EMS isn't the only system tracking building and room data, but it can be the most detailed.

Review the most successful methods of integrating your facilities data from outside systems, implementing the proper workflow and review process, as well as get tips on keeping the most critical fields up-to-date to optimize the user experience.

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How to Create and Run the Most Popular Saved Searches and Queries PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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Are you wondering if you're missing a search trick that everyone else is using?

Ensure that you are getting the most out of the Browser and Query Builder by reviewing the most popular uses of the saved search and query functions.

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What's New in EMS for Outlook PDF

Product Workshop | Workplace Strategy | Academic Scheduling | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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In this session, we will explore the new user experience in the June 2016 release of EMS for Outlook. We'll show you our faster, friendlier way to book and change meetings, and you'll see how we've made it easy for you to create and manage recurring bookings – even if you need two or more different rooms to satisfy all occurrences.

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Setting the Course for EMS Software PDFVIDEO

Keynote | PG Bartlett, VP of Product, EMS Software

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Join PG Bartlett, vice president of product, as he shares the course for advancing the product to meet your needs today and tomorrow. He’ll discuss how trends in the workforce, workspace, work and study activities are shaping future versions of EMS. Specifically, PG will cover the principles behind our product vision – easy scheduling, flawless servicing, and perfect meetings – and show how those principles shape our roadmap.

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Managing Your Complex Space Operation: The Most Common Reports PDF

Product Workshop | Conference & Events | IT-System Admin | Meeting Scheduling

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Of the many reports available in EMS, this workshop will identify and review the most applicable reports for operational use.

Which is the best report for an AV person to make deliveries? Which is the best to provide the front desk for check-in? Receive tips on the best use of options, memorization, and how to analyze the data presented.

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The Final Exam Scheduling Process PDF

Product Workshop | Academic Scheduling

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In addition to reducing headaches in an already stressful period, automating the process by which you assign exams to rooms will increase your classroom utilization during the final exam period.

Review tips and tricks to make this a smooth process and get recommendations on how to communicate the exam schedule.

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Completing Common Tasks More Quickly: Power Tools PDF

Product Workshop | Services Scheduling | Conference & Events | Meeting Scheduling

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There are over a dozen tools in the EMS Reservation Navigator to help with the day-to-day maintenance of your events and meetings.

Whether you need to copy an entire event, move a set of bookings, rapidly edit attendance counts or apply a discount to an entire reservation, this session will review the common utilities that can save you a great deal of time.

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Best Practices for Server Upgrades and EMS PDFVIDEO

IT-System Admin | Customer-Led Session

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Colorado State University has been leveraging manual installation for web application upgrades for several years, allowing IT staff to manage upgrading multiple instances of EMS quickly and easily.  With the recent addition of support for this installation process with EMS, Jason Huitt, IT Coordinator at Colorado State University, and Marianna Walsh, Student Information Systems Analyst at Colorado State University, will share the best practices and benefits of this installation process. This IT-focused session will include a demo of this approach in action and cover ways to better manage updates to the EMS platform for both large- and small-scale deployments.  Basic understanding of IIS is recommended for this session.

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Transitioning from Virtual EMS to the Web App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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Ensure that your transition from Virtual EMS to the Web App is successful.  We will review the workflow changes that enable the new end-user-focused design and outline configuration recommendations that will make the transition as smooth as possible.  Additional tips on effective use of help text and simplification of your web process templates will ensure that your end users are able to adopt wuickly and easily.

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Best Practices for Implementing Outlook and Exchange Integration PDF

Product Workshop | Conference & Events | Meeting Scheduling

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Once you are convinced that Outlook and Exchange integration are right for your organization, make sure you are implementing them with care.

Because Outlook is a familiar interface, people often overlook tips and tricks they should be sharing with their users-at-large to ensure a smooth user experience. Join our implementation expert in reviewing the best practices that our most successful organizations have used in their implementations.

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Giving Users What They Want: Getting Started With Mobile PDF

Product Workshop | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Your users are on the go, give them the capability they need by deploying EMS Mobile into your organization. It will allow users to make just-in-time reservations, review their own reservation schedule, and check-in for reserved space. We will provide configuration and authentication tips so that you can be a success with your deployment.

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Academic Scheduling Using the EMS Campus Planning Interface (CPI) PDFVIDEO

Academic Scheduling | Conference & Events | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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Academic scheduling can be a nightmare and parking issues on campus even worse. If your university is not yet utilizing the Campus Planning Interface tool from EMS for academic scheduling come join this session to learn about this powerful scheduling tool you already have with EMS Campus. This web based solution for gathering course information, changes, and course/room preferences is effective and extremely efficient. Empower your academic departments to take a more active role in scheduling and streamline the process before reaching the Academic Scheduler by using the reporting tools.

If you are already using CPI, come learn how Monmouth University took it to the next level with their frame utilization tool avoiding overscheduling at peak times and streamline parking across the campus.

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What's New in EMS Mobile PDF

Product Workshop | Workplace Strategy | Academic Scheduling | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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In this session, we will explore the new EMS Mobile App in our June 2016 release. We built this app for everyday users who need to book meetings and reserve space while "on the go," and we'll show you how people can quickly and easily create new bookings; view, edit, cancel, or check-in to existing bookings; invite attendees to a meeting; and browse to find a meeting.

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Front-to-Back of the House: Scheduling Events Across Schools, Departments, and Clients -- The King Center for the Academic and Performing Arts PDFVIDEO

Academic Scheduling | Services Scheduling | Conference & Events | Meeting Scheduling | Customer-Led Session

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The King Center for the Academic and Performing Arts supports the needs of the Auraria Higher Education Center campus community, which includes six performing arts departments across three colleges -- Community College of Denver, Metropolitan State University of Denver, and the University of Colorado at Denver. With each college on separate networks and student information systems, scheduling both academic and non-academic events might be a challenge but not for Davonna “Vonna” Gallegos, Performing Arts Business Manager at the Center. Join Vonna as she discusses how the staff at the Center produces complex performing arts events while serving the academic and events needs of each school and department. Her session will include goal setting, measures of success, and best practices for using EMS to schedule resources, services, staffing, set-up and tear-down, room configurations, roles and responsibilities designation, services, ticketing, instrument tunings, and security.

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Reporting on Facility Usage and Utilization PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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Combining built-in EMS reports with query builder data provides dynamic and valuable insight into space utilization.

EMS offers many built-in statistical reports that show how space is being used. Additionally, the query builder may be used for custom reporting and to export and analyze statistical information. Learn how to combine the built-in reports and query builder to gain the most insight into your space utilization.

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Integrating an Entire Campus into EMS – All From the Events Office: Stevens Institute of Technology PDF

Academic Scheduling | Conference & Events | Meeting Scheduling | Customer-Led Session

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Stevens Institute of Technology was using several systems, namely a hotel reservation system and multiple Google calendars, to schedule and manage its entire campus. Learn how Robert Gonzales, Jr., Director of Event Management for Stevens Institute of Technology, consolidated into one system of record on EMS – all in five months. Robert will discuss the requirements and benefits of bringing all of the campus spaces -- athletics, department conference rooms, and performing arts to name a few -- into EMS.  Robert will cover the benefits of utilization data reports, increasing visibility and usage of classroom space for both classes and events, allowing student leaders to make self-service reservations, and integrating departmental conference rooms. Robert will conclude by sharing how Stevens Institute of Technology has improved processes and created efficiencies throughout campus using EMS — all with a staff of five people.

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Multi-Site Implementations: KKR PDFVIDEO

Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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Implementing EMS in multiple locations can be a complex and sometimes difficult project. Attend this session led by Devorah Spadone, Manager of Office Operations at KKR, and learn how the firm successfully implemented EMS in multiple locations worldwide. In this session, Devorah will discuss how she was able to keep configurations consistent among sites, achieve regional leadership buy-in, keep communications open among offices internationally all leading to a smooth and successful rollout of EMS to thousands of end users within KKR. She will also share how the firm was able to transition from the initial implementation to ongoing sustainability at all locations.

 

 

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What's Ahead with the EMS Room Sign App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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If you're interested in making it easier for your users to view room availability and schedule rooms on-the-fly, then this session is for you. Join Prajwal “Praj” Kulkarni, product manager, for an update on the EMS Room Sign App also known as Glance. Praj will discuss how room signs play a role in workplace productivity and brand differentiation in the context of a live demo. He will also preview of the major enhancements scheduled for arrival in Spring 2017.

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Using the Browser and Calendar PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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EMS contains reams of reservation data - review all of the ways to find that data through our powerful browser and calendar tools. Review simple and advanced searching, saving 'favorites', sorting and exporting results, and more within the browser, calendar and resource calendar.

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Popular Academic Reports, Saved Searches, and Queries PDF

Product Workshop | Academic Scheduling

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How are classrooms being utilized? Which departments are violating prime time agreements? What are the semester-to-semester (or year-to-year) trends in scheduling?

Come see the best practices for running and understanding academic reporting in EMS.

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The Dashboard PDF

Product Workshop | Academic Scheduling | Services Scheduling | Conference & Events | Desk-Workspace Scheduling | Meeting Scheduling

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The user-configurable dashboard is an all-in-one view of your reminders, tentative reservation follow-ups, web requests, waitlist maintenance tasks and other notifications.  This session will review how to use the dashboard, demonstrating simple methods for managing all your scheduling tasks, accessing notifications and even generating “on-the-fly” metrics and reporting. 

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Catering Workflow Best Practices PDF

Product Workshop | Services Scheduling | Conference & Events | Meeting Scheduling

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Attend this workshop to gain best practices on using EMS to manage your catering operation. Learn how your users will utilize Virtual EMS to submit requests, how requests are processed, and how additional details are captured. Get tips and tricks to ensure a smooth workflow, and learn which reports can be used for operational and sales needs. 

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Strategies for Populating and Maintaining Your End User Accounts PDF

Product Workshop | IT-System Admin

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Automatically enabling Virtual EMS end-user accounts, tracking the right information on the accounts, and ensuring they have access to all of the correct permissions can be challenging in a complex environment. 

This session will review common strategies for account creation and maintenance, enabled by the HR Toolkit and / or integrated authentication options.

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MONDAY, SEPT. 12

Adding and Managing Service Providers in EMS

Services Scheduling | Conference & Events | Advanced Clinic

+ Read more

Recruiting your service providers, such as A/V and catering, can be a great way to expand the footprint of EMS, get a greater return on your investment, and give your end users a true one-stop-shop.

In this session, we will review the configuration needed to support service providers, explore end-user workflow advantages when they use EMS, and review the easiest ways to mange the operation through Manage Services and reports. This clinic is not to be missed if you have recently added or are considering adding a service provider.

Note: The Advanced Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Beyond the Basics, Managing Complex Bookings

Academic Scheduling | Conference & Events | IT-System Admin | Advanced Clinic

+ Read more

You’ve mastered the basics and can make and manage reservations like a pro. Now, you are looking for more advanced tips, such as a deep-dive into tools that may be beneficial, a review of configurations that would support more automation and efficiency like the Reservation Wizard Templates, and to move beyond basic reporting.

This is a session for the intermediate EMS user, one that has a firm foundation and is looking to understand the under-utilized aspects of EMS that could benefit a complex environment.

Note: The Advanced Clinic workshops require an additional fee. Be sure to select this option during the registration process.

- Read Less

Introduction for Workspace / Desk Scheduling

Beginner’s Clinic | Workplace Strategy | Desk-Workspace Scheduling

+ Read more

Have you been asked to head an organizational implementation of a shared workspace environment? Or asked to operate within one?

Designed for users new to the workspace management functionality within EMS, this introductory hands-on clinic will teach you the basics on how to manage the basics in an office hoteling environment where employees are asked to reserve a workspace or desk for the day.

Note: The Beginner's Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Introduction to Academic Scheduling - Publishing the Course Schedule

Beginner’s Clinic | Academic Scheduling | IT-System Admin

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Are you preparing to publish a new academic schedule within EMS Campus and aren't sure where to start?

Designed for new users, this introductory, hands-on workshop will teach you the basics of how to use the academic scheduling options within EMS. You will learn how to publish the academic course schedule, manage course changes, and run common academic reports.

Note: The Beginner's Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Introduction to Automated Academic Room Assignment (Optimization)

Beginner’s Clinic | Academic Scheduling

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Do you ever wonder if you're truly assigning a course to the most appropriate room or space?

Designed for users new to the optimization functionality within EMS Campus, this introductory, hands-on clinic will teach you the basics on how to use the the Optimizer to create your academic room assignments. You will also learn how to configure the software to support optimization and run reports to help you assess optimization success.

Note: The Beginner's Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Introduction to Event / Meeting Scheduling in EMS

Beginner’s Clinic | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Designed for users new to EMS, this introductory, hands-on clinic will teach you the basics on how to use the software for event and meeting scheduling. Get an introduction to making and managing reservations with basic services like A/V and catering, search for existing reservations, be introduced to common reports, and review configuration tips and tricks along the way.

This clinic is perfect the a brand new user or one familiar with the system that is looking to perfect their skills.

Note: The Beginner's Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Networking Sessions

Networking | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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The keys to success often lay in the hands of your community. So what better way to learn more about EMS and workplace and campus strategies than from other users?


We will be hosting two networking sessions during the 1 pm to 5 pm timeframe. Each 90 minutes long, the networking sessions are designed for you to network with fellow attendees by geography / industry and by role in your organization. Networking sessions will be facilitated by an EMS executive and will cover a range of topics of interest to the group. Add the Networking Session to your registration to attend this event.

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TUESDAY, SEPT. 13

Welcome PDFVIDEO

Keynote | Rob Gaffney and Jacob McNulty

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Delivering Value with Every Release PDFVIDEO

Keynote | PG Bartlett, VP of Product, EMS Software

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Join PG Bartlett, vice president of product, and key members of his team as they demonstrate the latest capabilities in EMS interact more seamlessly with their space -- Mobile, Microsoft Outlook, and modernized user experience. Plus, the team will give a sneak peek of some of the features coming in the next release. EMS provides the fastest and easiest way to schedule a meeting, reserve a workspace or secure any other type of space.

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Implementing Walk-Up Reservations to Improve Space Utilization PDF

Product Workshop | Desk-Workspace Scheduling | Meeting Scheduling

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When tasked with improving space utilization, you need the ability to offer greater knowledge and control of your space.  

With tools such as EMS Glance, Kiosk, and Mobile you can gain a greater understanding of your space utilization and offer real-time access to available space for people ready to use it. This session will review these options, explore the most effective ways to leverage EMS, and review reports that shed light on utilization trends within your operation to maximize return on your real estate investments.

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Using the Book and Wizard PDF

Product Workshop | Academic Scheduling | Services Scheduling | Desk-Workspace Scheduling | Meeting Scheduling

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Designed for new users, discover tips and tricks as two of the most powerful tools in EMS – the Book and the Wizard – are covered in detail. Topics include display options, adding reservations more quickly, dragging and dropping for quick edits, swaping rooms, and more.

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Exam Scheduling in EMS and your SIS: Notre Dame PDFVIDEO

Academic Scheduling | Customer-Led Session | Digital Campus Strategy

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Using student information systems (SIS) information to inform final exam schedules can be a tedious task. Attend this session by Linda Martellaro, Assistant Registrar, Office of the Registrar at the University of Notre Dame, as she discusses how the university uses both SIS and EMS data to create final exam schedules and more. In the session, Linda will detail the university’s process, including identifying courses in SIS, creating scripts in SharePoint, and using EMS for scheduling exams. Linda will also discuss post-scheduling and how Notre Dame uses EMS data to generate exam data for instructors and exam-conflict information for students.

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Implementing a Successful Hoteling Strategy: JP Morgan Chase

Workplace Strategy | Desk-Workspace Scheduling | Customer-Led Session

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Hoteling is a fundamental part of a Workplace of the Future strategy that requires careful planning and implementation. Attend this session and learn from David Kornfeld, Vice President of Global Amenity Services at JP Morgan Chase, about the company's new Choice Seating global hoteling initiative. David will discuss how he and his peers created the hoteling and neighborhood rules, how they addressed unexpected issues such as hygiene within hoteling workspaces, their preparations and vision for the future, and how they're using EMS to manage all of it.

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Reviewing and Maintaining Your Academic Synchronization and Configuration PDF

Product Workshop | Academic Scheduling | IT-System Admin

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Keeping the building blocks of your academic configuration up-to-date is critical to scheduling success. 

These tips will ensure that you are reviewing the synchronization information coming from your Student Information System (SIS) on the right time table, making updates to your configuration that will support your desired workflow, and utilizing the latest configuration fields to make your academic course scheduling operation efficient.

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Adding a Service Provider Operation to EMS PDF

Product Workshop | Services Scheduling | Conference & Events

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Are you considering expanding the footprint of your operation within EMS to include the management of services and resources? 

Commonly, such expansion includes A/V equipment, IT equipment, facilities set-ups / furniture, or food service. This introductory session will explore a day-in-the-life of these operations, highlighting the benefits of managing these operations within EMS and sharing configuration and workflow design tips for initial implementation.

Note: Don't miss the Managing Your Service Operations Workflow Effectively session for additional tips on day-to-day effectiveness.

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Completing Common Tasks More Quickly: Power Tools PDF

Product Workshop | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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There are over a dozen tools in the EMS Reservation Navigator to help with the day-to-day maintenance of your events and meetings.

Whether you need to copy an entire event, move a set of bookings, rapidly edit attendance counts, or apply a discount to an entire reservation, this session will review the common utilities that can save you a great deal of time. 

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Transitioning from Virtual EMS to the Web App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Ensure that your transition from Virtual EMS to the Web App is successful.

In this session, we will review the workflow changes that enable the new end-user-focused design, as well as outline configuration recommendations that make the transition as smooth as possible. Additional tips on the effective use of help text and simplification of your web process templates will ensure that your end users are able to adopt quickly and easily.

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Using EMS to Create a More Secure Campus: University of Kentucky PDFVIDEO

Academic Scheduling | IT-System Admin | Customer-Led Session | Digital Campus Strategy

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Student and employee safety is a priority for every campus. Join Ashley Casteel, Associate Director, and Amanda Adams, Event Services Coordinator at the University of Kentucky Student Center & Event Management Office, as they discuss how centralizing and consolidating event approvals on campus have created a safer environment for students, faculty and staff. Ashley and Amanda will share their team's journey of implementing the University’s recommendations and policies through utilizing EMS to communicate event details with campus partners (i.e. UK Police, Risk Management, Greek Affairs, Physical Plant, etc.) when approving events on campus. Attendees will learn how the Event Management Office has created an efficient workflow using EMS notifications, statuses, categories, and resources to benefit all members of the University community.

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How Tablet Mobility Is Transforming The Way We do Business: ArmorActive PDF

Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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Enterprise tablet mobility is transforming the way businesses interact with both consumers and employees. By the end of 2016, it’s estimated that more than 45 million tablets will be purchased globally for enterprise applications. These consumer-based products have transformed our daily lives and opened up a host of benefits and challenges in a business context. Join Travis Hooper, Vice President of Product and Strategy, as he reviews the trends and most popular use cases for tablet deployments, as well as some of the challenges around security, accessibility, mobility and engagement love of tablets for every major business application.

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What's New in EMS for Outlook PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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In this session, we will explore the new user experience in the June 2016 release of EMS for Outlook. We'll show you our faster, friendlier way to book and change meetings, and you'll see how we've made it easy for you to create and manage recurring bookings – even if you need two or more different rooms to satisfy all occurrences.

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Pioneering Workplace Strategy, Past and Future: Accenture PDFVIDEO

Workplace Strategy | Customer-Led Session

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Only a handful of organizations have laid the groundwork for a Workplace of the Future strategy, Accenture is one of them. Attend this session led by Josey Duke, Global Capability Lead for Space Management Strategy at Accenture, and learn about the company's journey in Workplace of the Future strategy and technology. In this session Josey will discuss Accenture's 25-year-tested best practices for hoteling and space optimization for increased efficiency and cost savings, as well as their ground-breaking Space Management 20/20 initiative leveraging the internet of things (IoT) to create a frictionless office experience.

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Beyond Confirming Details: Using the Confirmation Report as a Communication Tool PDF

Product Workshop | Conference & Events | IT-System Admin

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Communicating the details of a confirmed reservation is an essential function of a scheduler or site administrator. 

Learn how versatile the Confirmation report can be when used for proposals, event confirmations, cancelation confirmations, and more. When combined with the CRM module for contracts, it can make your operation even more efficient. Take a tour of the many ways that your peers are using the Confirmation function in order to increase communication and decrease administrative workload. 

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Increasing Self-Service Access to Academic Data

Product Workshop | Academic Scheduling

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The Campus Planning interface can be used as a powerful communication tool for your departmental users.

Give departmental users direct access to reports, allow them to browse information, and to locate available time blocks. Of course you should do all of this with style, so we will also share some easy-to-implement design tips and help text.

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Building Notification Rules PDF

Product Workshop | Workplace Strategy | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Improve communication with notifications! In this introductory session, learn how to configure the system so you are notified of new requests from the web, new service orders needing review, cancellations requiring action and more. Notification capabilities reviewed in this session are available in Enterprise-level systems; a lightweight version of notifications is also available in EMS Professional.

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Managing Your Service Operations Workflow Effectively PDF

Product Workshop | Services Scheduling | IT-System Admin

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Let's review best practices in executing your service operation workflow. 

Ensure that deliveries are made on time and items are picked up and returned to inventory. Facilitate quick and easy cross-communications with customers and give them the ability to make requests. The use of Virtual EMS, service-level notifications, and managed services will be reviewed as critical points in the service-provider workflow.

Note: The Adding a Service Provider Operation to EMS session is a great prelude for the configuration building blocks of the workflow covered in this session.

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Simplifying the Online End User Experience for Self-Service Space PDF

Product Workshop | Desk-Workspace Scheduling | Meeting Scheduling

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The key to making the end user experience satisfactory for reserving a simple meeting or conference room, desk space, study room or other self-serve space is that it needs to be quick, easy, and accessible from multiple end-points.

Review best practices for reducing reservation request complexity to provide a better user experience. In addition, review the workflow for the same reservation across multiple end-points, such as web, mobile, digital signage and Outlook. Ensure that the experience is consistent with these simple checks.

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Leveraging Utilization Reports to Maximize Limited Space: Harvard Medical School PDFVIDEO

Academic Scheduling | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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As in many urban cities, real estate in Boston is scarce and costly -- necessitating informed business decisions about use of space and operations. Having answers to the following questions is extremely helpful when making such decisions

  • When are spaces most heavily used?
  • When are they underutilized?
  • Could we encourage our community to use spaces at the times of the day which are most available?
  • Are rooms the right size for our needs?
  • Could spaces be modified to better meet demands?

Attend this session and learn from Ellen Adams, Room Scheduling Coordinator at Harvard Medical School as she shares how the school leverages EMS utilization reports to answer these questions and more.

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Optimization: Increasing Efficiency in the Room Scheduling Process PDF

Product Workshop | Academic Scheduling | Digital Campus Strategy

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Automating the assignment of courses into rooms can lead to a more efficient process.

Automation reduces the amount of time needed to schedule and increases seat fill and room utilization. Review best practices to execute this process accurately.

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What's New in EMS Mobile PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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In this session, we will explore the new EMS Mobile App in our June 2016 release. We built this app for everyday users who need to book meetings and reserve space while "on the go," and we'll show you how people can quickly and easily create new bookings; view, edit, cancel, or check-in to existing bookings; invite attendees to a meeting; and browse to find a meeting.

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What's New in the Web App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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In this session, we will explore the new June 2016 release of the EMS Web App (formerly called Virtual EMS). You'll see how we've simplified the steps for everyday users to book a meeting or reserve space to work, study, or practice. We'll also show you how the mobile-responsive features of this new design, and we'll review important considerations for upgrading from older versions.

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The Case for Space: Harvard University PDFVIDEO

Keynote | Katherine Gates

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Join Katherine Gates as she discusses how Harvard University is using space management to address key trends in higher education.  Most colleges and universities are facing increased financial pressures as the main revenue drivers (tuition, grants, donations and endowments) decline.  The costs of physical space are often the second largest expense category after salaries, and one way to reduce these costs is to increase space utilization and ensure that new buildings meet current and future demands. Changing student demographics, new pedagogy and online courses often require more space and re-imagined space. Space management has also helped Harvard address key risks, including campus safety and space adequacy. Come learn how the Faculty of Arts and Sciences has convinced their varied staff, from finance managers to leaders in student life, that there is a case for space.

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Doing the basics brilliantly: Listening to Employees Pays Off Big for Real Estate & Facilities by GSK PDFVIDEO

Keynote

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When more than 110,000 employees have feedback, GSK Worldwide Real Estate & Facilities (WREF) listens. Utilizing simplified customer satisfaction practices, GSK deployed Customer Effort Scoring (CES) to best understand the ease of use and effectiveness of services, such as food services, audio / visual services, and meeting management. Join Christopher Higgins, Commercial Analytics Director for Worldwide Real Estate and Facilities at GSK, as he discusses how CES and the improvements made have resulted in measurable business outcomes.

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Effectively Managing Self-Service Space PDF

Product Workshop | Desk-Workspace Scheduling | Meeting Scheduling

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Are you looking to transition some of your managed space to self-service? Are you unsure if you have all of the methods in place to ensure the highest use of your space?  

Join us to review configuration and operational tips to ensure that your users have what they need from confirmations, that you are using automated notifications to reduce no-shows, and that your users can easily cancel space they no longer need.  All of this will lead to increased utilization of space, reduced operational overhead, and a better experience for everyday users.

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What's New in EMS Mobile PDF

Product Workshop | Workplace Strategy | Academic Scheduling | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

+ Read more | DOWNLOAD PRESENTATION

In this session, we will explore the new EMS Mobile App in our June 2016 release. We built this app for everyday users who need to book meetings and reserve space while "on the go," and we'll show you how people can quickly and easily create new bookings; view, edit, cancel, or check-in to existing bookings; invite attendees to a meeting; and browse to find a meeting.

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Tips for Event-Related Configuration PDF

Product Workshop | Conference & Events | Meeting Scheduling

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Understanding and accurately defining your EMS core data is central to effective software performance. This session will provide an overview of basic event-related configuration in EMS including event types, messages, comment types, reminders and more. It’s the perfect introductory session for those interested in learning how to start configuration of their EMS system.

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Doubling Revenue without sacrificing the university schedule: NYU PDFVIDEO

Academic Scheduling | IT-System Admin | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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The bottom line is important to every institution. By understanding space utilization, there may be an opportunity to increase revenue without sacrificing the university schedule. Attend this session as John Reiners, Marketing & Scheduling Manager for Kimmel & Global Centers at New York University, discusses how NYU has used EMS to understand space utilization and manage space rental, resulting in doubled revenue from $2M to $4M from 2008 to present. John will also discuss how EMS is used to track all financials and how it is used for the university’s journaling procedures, sales reports, and compliance regulations.

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What's New in EMS for Outlook PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

+ Read more | DOWNLOAD PRESENTATION

In this session, we will explore the new user experience in the June 2016 release of EMS for Outlook. We'll show you our faster, friendlier way to book and change meetings, and you'll see how we've made it easy for you to create and manage recurring bookings – even if you need two or more different rooms to satisfy all occurrences.

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Moving From Spreadsheets to an Online Academic Schedule Build Process PDF

Product Workshop | Academic Scheduling

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Are you currently drowning in a sea of spreadsheets or emails with course changes? Streamline the process by incorporating the use of Define and Edit modes into your planning cycle.

Review the collection and reporting options that can make these updates more manageable and help you keep your sanity during the course scheduling process.

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You're Live. Now What? Tips for the System Administrator PDF

Product Workshop | IT-System Admin

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New users need training to get onboard. Existing users need to stay up-to-date on EMS features and internal policy. And additional departments are interested in joining in the operation. Where do you start?

We've compiled best practices and tips from our most successful customers in order to keep your EMS system use healthy and thriving, to expand your EMS footprint, to increase your return on investment, and to keep your users humming within the system.

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Integrating Sustainability within Workplace Strategy: Leidos PDFVIDEO

Workplace Strategy | Customer-Led Session

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Building sustainability into workplace and campus strategy is a modern-day necessity. Doing so reduces costs, differentiates your brand, and attracts and retains people. Attend this session and learn from Carla Post, Director of Conference Services and Sustainability Project Manager at Leidos, about the implementation, achievements, and goals of the company's robust sustainability program, and how this program fits within their workplace strategy.

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Eliminating Double Bookings, Improving Communications, and Gaining Visibility into Reservable Space: Georgia Institute of Technology PDFVIDEO

Academic Scheduling | Services Scheduling | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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Lack of visibility into spaces that are available to book by anyone on campus can create many problems, such as miscommunications, double-bookings, and wasted resource and service deliveries. Attend this session and learn from Cynthia Hutcherson, Senior Manager Capital Planning and Space Management, and Ruth Pierre, Campus Space Coordinator-Academics, from the Georgia Institute of Technology, as they discuss how they set up and use EMS email notification tools, dashboard, and the EMS academic and reservation book features to create transparency and resolve these problems and more across campus.

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Using the Pricing and Billing Functions Within Your Operation PDF

Product Workshop | Conference & Events | Meeting Scheduling

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Are you considering adding the EMS pricing / billing functionality to your operation?

Walk through the actual steps involved in the EMS billing-cycle process. Topics include: payment entry, billing worksheet, invoicing, adjustments, general ledger distributions, and additional reports designed to organize your financial information. 

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The Dashboard PDF

Product Workshop | Academic Scheduling | Services Scheduling | Desk-Workspace Scheduling | Meeting Scheduling

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The user-configurable dashboard is an all-in-one view of your reminders, tentative reservation follow-ups, web requests, waitlist maintenance tasks and other notifications. This session will review how to use the dashboard, demonstrating simple methods for managing all your scheduling tasks, accessing notifications and even generating “on-the-fly” metrics and reporting.

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Adding Your Catering Operation to EMS: Configuration Tips and Considerations PDF

Product Workshop | Services Scheduling | IT-System Admin

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Plan on this configuration overview session if you are considering, or have recently started, using EMS to manage your organization’s catering resources.

Topics will include the configuration of categories / resources, utilizing selections and production items within your menu, and considerations for configuring allowing online resource requests.

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Collecting Departmental and Faculty Needs to Support Academic Course Scheduling PDF

Product Workshop | Academic Scheduling

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The math instructors require chalkboards; all history courses must be in one building; and the business instructors prefer the third floor. How can you manage all of these requirements easily?

Collecting, storing, and reporting on preferences and requirements is an important part of the scheduling process, especially if you're planning to use optimization. Review best practices and design tips to make this process efficient and easy.

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What's Ahead with the EMS Room Sign App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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If you're interested in making it easier for your users to view room availability and schedule rooms on-the-fly, then this session is for you. Join Prajwal “Praj” Kulkarni, product manager, for an update on the EMS Room Sign App also known as Glance. Praj will discuss how room signs play a role in workplace productivity and brand differentiation in the context of a live demo. He will also preview of the major enhancements scheduled for arrival in Spring 2017.

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Publicizing Event Information Wisely: A Tour of Master Calendar Sites PDF

Product Workshop | Conference & Events

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Looking to draw a crowd to your next event? Trying to keep your employees informed about the next professional development opportunity? 

Spread the news! Learn ways to share this information by getting best practices from organizations utilizing EMS communication tools.

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Cloud Services for EMS PDF

Product Workshop | IT-System Admin

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We have been asked one questions several times: “Do you offer EMS in the Cloud?”

Join Greg Biegen, director of cloud operations and security at EMS Software, as he leads this informative session about what's new with the EMS cloud hosting offering, including the benefits, security, and considerations when moving to a hosted solution.  This session will give you all the details so you can make an informed decision if cloud hosting for EMS is right for you. Come prepared for a lively, informative discussion.

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Incorporating Pricing and Billing into Your Operation: Configuring Billing PDF

Product Workshop | Conference & Events | IT-System Admin | Meeting Scheduling

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Plan on this configuration overview session if you are considering or have recently started using EMS to manage the pricing / billing of your rooms and resources.

Review how to build and ensure accuracy of your rate schedules and pricing plans, and put a strategy in place to keep them up-to-date.

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Giving Users What They Want - Getting Started with Mobile PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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Your users are on the go - give the the cabpability that they need and deploy EMS Mobile into your organization.  It will allow users to make just-in-time reservations, review their own reservation schedule, and check-in for reserved space.  We will configuration and authentication tips so that you can be a success with your deployment.

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Nuts and Bolts. Implementing EMS to Support Workplace Strategy: MITRE PDFVIDEO

Workplace Strategy | Desk-Workspace Scheduling | Customer-Led Session

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Conceptualizing workplace and campus strategies is one thing, implementation is another. Attend this session and learn from Jim Higgins, Conferencing Service Manager, and Nate Jacobs, Information Systems Engineer, on how MITRE implemented EMS to support their new workplace strategy standards. This session will cover how they transitioned from their home-built room reservation system to EMS, how they are managing their new neighborhood workspace concept, as well as the multiple ways their employees are now able to reserve space.

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Bridging The Gap to your End Users by Leveraging Advanced Features to Improve Workflows: Florida State University PDFVIDEO

Academic Scheduling | Services Scheduling | IT-System Admin | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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In this session, Matt Watson, Director of Oglesby Union Guest Services at Florida State University will provide a detailed look into how FSU is utilizing optional features to improve the end user experience within multiple departmental workflows on campus. Matt will be joined by EMS Consultant Jeff Volaski to discuss strategies and best practices for streamlining complex workflows using various modules within EMS; such as CRM, Integrated Authentication and Floor Plan modules. Highlights include use of VEMS for meeting and event management beginning with the creation of requests for Faculty/Staff/Students and ending with a confirmed event and automated report deliveries to service providers. Throughout this session, attendees will receive tips and tricks, as well as best practices on how to model FSU’s process and take their workflow to the next level.

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How Yale School of Management Has Integrated EMS With Everything… Really. Everything. PDFVIDEO

Academic Scheduling | Conference & Events | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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In this session, Jon Ingersoll, Manager for Application Development at the Yale School of Management IT, discusses how the university has integrated EMS into all of their operations. Highlights include their use of EMS for course and event management, as well as their integrations for classroom automation, scheduling, recordings, calendar subscriptions, visitor data, and campus groups. Jon will also showcase the university’s state-of-the-art use of digital displays, as well as their plans for the future.

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Gain Utilization Insights by Instituting Booking-Level Check-In PDF

Product Workshop | Desk-Workspace Scheduling | Meeting Scheduling

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Booking-level check-in features allow your organization to gain new room usage insights as well as automate notifications and cancellations for no-shows. 

Attend this session to understand how to leverage this feature to communicate with booking hosts and capture better data that will ultimately allow you to free up your valuable room inventory for reuse.

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Attendee Appreciation Event - En Blanc Party

Special Events

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Ready for some fun? Then you won't want to miss our Attendee Appreciation Event. Put on your favorite white cocktail outfits and join us for our elegant, French-themed Blanc Party featuring food, drinks, and entertainment. Ooh là là!

EMS Live! conference badge is required for entry.

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WEDNESDAY, SEPT. 14

Rethinking the Workplace: BNY Mellon PDFVIDEO

Keynote | Tony Lalli

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For workplace strategy to be successful, it must address the human element. Attend this session hosted by Joe Hamilton, Managing Director and Head of Corporate Services and Global Real Estate Strategy at BNY Mellon, and learn about BNY Mellon's global Workplace Excellence program and how it's changing lives through its emphasis on attracting, retaining, and engaging employees and candidates while still reducing costs through a smaller real estate footprint.

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The Pre-requisite for a Unified Campus Scheduling Strategy – Alignment PDFVIDEO

Keynote | Robert Gonzales, Jr.

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With 1.2 million square feet of real estate on 55 acres, Stevens Institute of Technology needed a unified strategy for scheduling and managing space for its students, faculty, and employees. Join Robert Gonzales, Jr., Director of Event Management for Stevens Institute of Technology, as he shares how the university aligned its stakeholders across campus – athletics, academic departments, student extra-curricular activities, and performing arts to name a few – to maximize the use of all its space. From empowering students to make their own reservations to campus-wide insights into utilization, Robert will conclude with how Stevens’ strategy has empowered users, improved processes, and created efficiencies across campus.

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Considerations for Academic User Permissions and System Administration PDF

Product Workshop | Services Scheduling | IT-System Admin | Meeting Scheduling

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Whether your scheduling system has 1 or 100 users, it makes sense to give each individual a specific set of permissions according to use.

In this session we’ll review the concept of Template security and the most critical security processes, as well as discuss how to limit rights to specific rooms, areas and statuses for client users.

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Getting Started with Outlook and Exchange Integration: The Basics PDF

Product Workshop | Academic Scheduling | Services Scheduling | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Microsoft Outlook is a great tool for email and personal scheduling, but what if it could also be used in conjunction with room scheduling? The EMS for Outlook add-in and Exchange integration enhances Outlook’s already familiar interface with powerful room scheduling capabilities. See if EMS for Outlook is a fit for your organization especially after its recent facelift!

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Managing Complex Requests: Simplifying the End User Experience PDF

Product Workshop | Conference & Events | IT-System Admin

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The key to getting your users to make requests online rather than call or email you is to ensure that it is as simple as possible.

Simplicity can be challenging when you are managing complex space with many business rules. We will review tips on simplifying your request form while honoring the necessary rules. Have you reviewed your request form from the user's point of view lately? It may be more complicated than you think. Let's get that changed.

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Cloud Services for EMS PDF

Product Workshop | IT-System Admin

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We have been asked one questions several times: “Do you offer EMS in the Cloud?”

Join Greg Biegen, director of cloud operations and security at EMS Software, as he leads this informative session about what's new with the EMS cloud hosting offering, including the benefits, security, and considerations when moving to a hosted solution.  This session will give you all the details so you can make an informed decision if cloud hosting for EMS is right for you. Come prepared for a lively, informative discussion.

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Editing Final Exam Schedules After They're Published: Butler University PDFVIDEO

Academic Scheduling | Customer-Led Session | Digital Campus Strategy

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There is a perception that once final exam schedules have been created, they're set in stone. However, this isn't necessarily the case. Join Shonda Cheever, Registration & Records Coordinator of Publications and Scheduling at Butler University, as she shares the University’s best practices for pre- and post-publishing processes within EMS. Shonda will detail how adjustments can be successfully made in EMS to the schedule post-publication, including combining exams, adjusting dates and times, and even cancelling exams.

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Managing Video Conference Scheduling in EMS PDF

Product Workshop | Conference & Events | Meeting Scheduling

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Does your organization currently schedule video conference rooms or resources using EMS?

Learn the features that support the unique needs of scheduling video conference meetings for both everyday users making requests from the web and for expert users from the client. Come prepared to share some of your video conference scheduling ideas. 

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The Devil’s in the Details: How to Use Queries to Find Even the Most Obscure PDFVIDEO

Conference & Events | IT-System Admin | Meeting Scheduling | Customer-Led Session

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With 700+ attorneys across 14 global offices, Baker Botts conference services needs to manage and track thousands of meeting details. Join Mary Jo Zerr, Conference Services Manager at Baker Botts, as she shares how the firm uses the query to find and tie all the meeting details together, including multiple locations for a single meeting. With more than 16 years of experience in database-driven software, Mary Jo will share her tips and tricks to common queries that help the firm’s conference services stay at tip-top efficiency levels.

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Reporting on Your Service Operation PDF

Product Workshop | Services Scheduling | Conference & Events | Meeting Scheduling

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Review the most critical reports and saved searches that are used to manage and analyze your service operation.

From ensuring that deliveries are made on time to analyzing the frequency with which a particular piece of equipment is used in order to determine replacement timeline, take this opportunity to hear about successful strategies and best practices for your service teams.

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Automating Communication to Your Users: Group Notification Rules PDF

Product Workshop | Conference & Events | IT-System Admin

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Do your users forget to cancel their reserved space even though they don't plan to use it? Do they need directions to a hard-to-locate venue? Do they need to guarantee their catering count?

Automating reminders to your users by utilizing group notification rules can add an important layer of communication, making their life easier and your operation more efficient.

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Doubling Revenue in One Year with EMS: Minneapolis Community College & Technical College PDFVIDEO

Academic Scheduling | IT-System Admin | Customer-Led Session | Digital Campus Strategy

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With the time-savings Minneapolis Community & Technical College (MCTC) gained by implementing EMS for their scheduling, they set up EMS to manage and charge for room and resource rentals for both internal and external groups. From this, they doubled their facilities rental revenue in one year without advertising, as well as have justified new equipment purchases without relying on the general fund. Attend this session and learn from Meg Giesen, Scheduling Coordinator for MCTC, about the how the college accomplished this and is now implementing other EMS features to generate further revenue.

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What's New in the Web App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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In this session, we will explore the new June 2016 release of the EMS Web App (formerly called Virtual EMS). You'll see how we've simplified the steps for everyday users to book a meeting or reserve space to work, study, or practice. We'll also show you how the mobile-responsive features of this new design, and we'll review important considerations for upgrading from older versions.

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Considerations for Client User Permissions and System Administration PDF

Product Workshop | IT-System Admin

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Whether your scheduling system has 1 or 1,000 users, it makes sense to give each individual a specific set of permissions according to use.

In this session we’ll review the concept of Template security and the most critical security processes, as well as discuss how to limit rights to specific rooms, areas, and statuses for client users.

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From Manual to Automated: Academic Scheduling: American University PDFVIDEO

Academic Scheduling | Conference & Events | Customer-Led Session | Digital Campus Strategy

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Join Ciel Bailey, Assistant Registrar for American University, as she discusses the how the university is using best practices to streamline its academic operations. Specifically, Ciel will cover the implementation of EMS for academic scheduling for American University’s Main Campus programs. In this session, you’ll learn how AU is migrating academic scheduling from a manual to an automated process with EMS for classroom optimization, the Campus Planning Interface (CPI), and final exam scheduling. Ciel will review the challenges of implementing EMS in an environment where multiple event scheduling systems pre-exist, including multiple instances of EMS, as well as the benefits the university is experiencing as a result of automating its academic scheduling.

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Managing Complex Requests: Tips for Ensuring a Smooth Workflow PDF

Product Workshop | Services Scheduling | Conference & Events | Meeting Scheduling

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Once a user has made a request, do you have a seamless process mapped out in EMS to ensure proper internal communications and collection of details? 

Are you using notifications, reminders, comments, and user-defined fields to their fullest? If not, come get our tips for ensuring a smooth workflow.

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Become the Master of the Calendar: Working Backwards to Build Workflow PDF

Product Workshop | Conference & Events

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Whether you are using the EMS Master Calendar or have a different tool to publicize your reservations, learn to walk through your event cycle to determine the best ways to collect and flag your reservations so they end up on the correct calendar. Also learn configuration and end-user experience tips that will make your workflow less cumbersome and ensure you have correctly publicized information.

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Integrating Motion Detector Data Into EMS: MITRE PDFVIDEO

Workplace Strategy | IT-System Admin | Desk-Workspace Scheduling | Customer-Led Session

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When MITRE started implementing EMS based on its new workplace standards, some of the requirements were to support an increasingly mobile workforce, calling for leading-edge room availability features. Motion detectors were mandated in all bookable spaces, providing a constant stream of real-time occupancy data. {ENTER} Attend this session, hosted by Marc Cannava, Mobility Solutions Technologist, and Nate Jacobs, Information Systems Engineer at MITRE as they discuss how they tied their motion detector data into EMS using 7 Point Solutions. This session will showcase the custom software MITRE designed with 7 Point to support motion detectors in every room, expand booking policies to include percentage-based rules, provide a real-time room availability kiosk with a responsive mobile component, support advanced room utilization reporting, and support rooms that are managed exclusively by motion detection and displayed in real-time in EMS.

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Keeping the Academic Room Schedule Up-to-Date PDF

Product Workshop | Academic Scheduling | Services Scheduling | Meeting Scheduling | Digital Campus Strategy

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You've published your term....but now the changes come rolling in. Learn how to keep the courses in EMS from your Student Information System (SIS) up-to-date. 

Analyze some of the most efficient ways to keep EMS in sync with your SIS, determine what approach (manual versus automatic) makes sense for you and what features are available to keep you informed.

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Strategies for Integrating and Maintaining Your Facilities Data PDF

Product Workshop | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Often EMS isn't the only system tracking building and room data, but it can be the most detailed.

Review the most successful methods of integrating your facilities data from outside systems, implementing the proper workflow and review process, as well as get tips on keeping the most critical fields up-to-date to optimize the user experience.

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How to Create and Run the Most Popular Saved Searches and Queries PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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Are you wondering if you're missing a search trick that everyone else is using?

Ensure that you are getting the most out of the Browser and Query Builder by reviewing the most popular uses of the saved search and query functions.

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What's New in EMS for Outlook PDF

Product Workshop | Workplace Strategy | Academic Scheduling | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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In this session, we will explore the new user experience in the June 2016 release of EMS for Outlook. We'll show you our faster, friendlier way to book and change meetings, and you'll see how we've made it easy for you to create and manage recurring bookings – even if you need two or more different rooms to satisfy all occurrences.

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Setting the Course for EMS Software PDFVIDEO

Keynote | PG Bartlett, VP of Product, EMS Software

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Join PG Bartlett, vice president of product, as he shares the course for advancing the product to meet your needs today and tomorrow. He’ll discuss how trends in the workforce, workspace, work and study activities are shaping future versions of EMS. Specifically, PG will cover the principles behind our product vision – easy scheduling, flawless servicing, and perfect meetings – and show how those principles shape our roadmap.

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Managing Your Complex Space Operation: The Most Common Reports PDF

Product Workshop | Conference & Events | IT-System Admin | Meeting Scheduling

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Of the many reports available in EMS, this workshop will identify and review the most applicable reports for operational use.

Which is the best report for an AV person to make deliveries? Which is the best to provide the front desk for check-in? Receive tips on the best use of options, memorization, and how to analyze the data presented.

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The Final Exam Scheduling Process PDF

Product Workshop | Academic Scheduling

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In addition to reducing headaches in an already stressful period, automating the process by which you assign exams to rooms will increase your classroom utilization during the final exam period.

Review tips and tricks to make this a smooth process and get recommendations on how to communicate the exam schedule.

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Completing Common Tasks More Quickly: Power Tools PDF

Product Workshop | Services Scheduling | Conference & Events | Meeting Scheduling

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There are over a dozen tools in the EMS Reservation Navigator to help with the day-to-day maintenance of your events and meetings.

Whether you need to copy an entire event, move a set of bookings, rapidly edit attendance counts or apply a discount to an entire reservation, this session will review the common utilities that can save you a great deal of time.

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Best Practices for Server Upgrades and EMS PDFVIDEO

IT-System Admin | Customer-Led Session

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Colorado State University has been leveraging manual installation for web application upgrades for several years, allowing IT staff to manage upgrading multiple instances of EMS quickly and easily.  With the recent addition of support for this installation process with EMS, Jason Huitt, IT Coordinator at Colorado State University, and Marianna Walsh, Student Information Systems Analyst at Colorado State University, will share the best practices and benefits of this installation process. This IT-focused session will include a demo of this approach in action and cover ways to better manage updates to the EMS platform for both large- and small-scale deployments.  Basic understanding of IIS is recommended for this session.

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Transitioning from Virtual EMS to the Web App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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Ensure that your transition from Virtual EMS to the Web App is successful.  We will review the workflow changes that enable the new end-user-focused design and outline configuration recommendations that will make the transition as smooth as possible.  Additional tips on effective use of help text and simplification of your web process templates will ensure that your end users are able to adopt wuickly and easily.

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Best Practices for Implementing Outlook and Exchange Integration PDF

Product Workshop | Conference & Events | Meeting Scheduling

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Once you are convinced that Outlook and Exchange integration are right for your organization, make sure you are implementing them with care.

Because Outlook is a familiar interface, people often overlook tips and tricks they should be sharing with their users-at-large to ensure a smooth user experience. Join our implementation expert in reviewing the best practices that our most successful organizations have used in their implementations.

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Giving Users What They Want: Getting Started With Mobile PDF

Product Workshop | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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Your users are on the go, give them the capability they need by deploying EMS Mobile into your organization. It will allow users to make just-in-time reservations, review their own reservation schedule, and check-in for reserved space. We will provide configuration and authentication tips so that you can be a success with your deployment.

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Academic Scheduling Using the EMS Campus Planning Interface (CPI) PDFVIDEO

Academic Scheduling | Conference & Events | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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Academic scheduling can be a nightmare and parking issues on campus even worse. If your university is not yet utilizing the Campus Planning Interface tool from EMS for academic scheduling come join this session to learn about this powerful scheduling tool you already have with EMS Campus. This web based solution for gathering course information, changes, and course/room preferences is effective and extremely efficient. Empower your academic departments to take a more active role in scheduling and streamline the process before reaching the Academic Scheduler by using the reporting tools.

If you are already using CPI, come learn how Monmouth University took it to the next level with their frame utilization tool avoiding overscheduling at peak times and streamline parking across the campus.

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What's New in EMS Mobile PDF

Product Workshop | Workplace Strategy | Academic Scheduling | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling

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In this session, we will explore the new EMS Mobile App in our June 2016 release. We built this app for everyday users who need to book meetings and reserve space while "on the go," and we'll show you how people can quickly and easily create new bookings; view, edit, cancel, or check-in to existing bookings; invite attendees to a meeting; and browse to find a meeting.

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Front-to-Back of the House: Scheduling Events Across Schools, Departments, and Clients -- The King Center for the Academic and Performing Arts PDFVIDEO

Academic Scheduling | Services Scheduling | Conference & Events | Meeting Scheduling | Customer-Led Session

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The King Center for the Academic and Performing Arts supports the needs of the Auraria Higher Education Center campus community, which includes six performing arts departments across three colleges -- Community College of Denver, Metropolitan State University of Denver, and the University of Colorado at Denver. With each college on separate networks and student information systems, scheduling both academic and non-academic events might be a challenge but not for Davonna “Vonna” Gallegos, Performing Arts Business Manager at the Center. Join Vonna as she discusses how the staff at the Center produces complex performing arts events while serving the academic and events needs of each school and department. Her session will include goal setting, measures of success, and best practices for using EMS to schedule resources, services, staffing, set-up and tear-down, room configurations, roles and responsibilities designation, services, ticketing, instrument tunings, and security.

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Reporting on Facility Usage and Utilization PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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Combining built-in EMS reports with query builder data provides dynamic and valuable insight into space utilization.

EMS offers many built-in statistical reports that show how space is being used. Additionally, the query builder may be used for custom reporting and to export and analyze statistical information. Learn how to combine the built-in reports and query builder to gain the most insight into your space utilization.

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Integrating an Entire Campus into EMS – All From the Events Office: Stevens Institute of Technology PDF

Academic Scheduling | Conference & Events | Meeting Scheduling | Customer-Led Session

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Stevens Institute of Technology was using several systems, namely a hotel reservation system and multiple Google calendars, to schedule and manage its entire campus. Learn how Robert Gonzales, Jr., Director of Event Management for Stevens Institute of Technology, consolidated into one system of record on EMS – all in five months. Robert will discuss the requirements and benefits of bringing all of the campus spaces -- athletics, department conference rooms, and performing arts to name a few -- into EMS.  Robert will cover the benefits of utilization data reports, increasing visibility and usage of classroom space for both classes and events, allowing student leaders to make self-service reservations, and integrating departmental conference rooms. Robert will conclude by sharing how Stevens Institute of Technology has improved processes and created efficiencies throughout campus using EMS — all with a staff of five people.

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Multi-Site Implementations: KKR PDFVIDEO

Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Customer-Led Session | Digital Campus Strategy

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Implementing EMS in multiple locations can be a complex and sometimes difficult project. Attend this session led by Devorah Spadone, Manager of Office Operations at KKR, and learn how the firm successfully implemented EMS in multiple locations worldwide. In this session, Devorah will discuss how she was able to keep configurations consistent among sites, achieve regional leadership buy-in, keep communications open among offices internationally all leading to a smooth and successful rollout of EMS to thousands of end users within KKR. She will also share how the firm was able to transition from the initial implementation to ongoing sustainability at all locations.

 

 

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What's Ahead with the EMS Room Sign App PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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If you're interested in making it easier for your users to view room availability and schedule rooms on-the-fly, then this session is for you. Join Prajwal “Praj” Kulkarni, product manager, for an update on the EMS Room Sign App also known as Glance. Praj will discuss how room signs play a role in workplace productivity and brand differentiation in the context of a live demo. He will also preview of the major enhancements scheduled for arrival in Spring 2017.

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Using the Browser and Calendar PDF

Product Workshop | Workplace Strategy | Academic Scheduling | Services Scheduling | Conference & Events | IT-System Admin | Desk-Workspace Scheduling | Meeting Scheduling | Digital Campus Strategy

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EMS contains reams of reservation data - review all of the ways to find that data through our powerful browser and calendar tools. Review simple and advanced searching, saving 'favorites', sorting and exporting results, and more within the browser, calendar and resource calendar.

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Popular Academic Reports, Saved Searches, and Queries PDF

Product Workshop | Academic Scheduling

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How are classrooms being utilized? Which departments are violating prime time agreements? What are the semester-to-semester (or year-to-year) trends in scheduling?

Come see the best practices for running and understanding academic reporting in EMS.

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The Dashboard PDF

Product Workshop | Academic Scheduling | Services Scheduling | Conference & Events | Desk-Workspace Scheduling | Meeting Scheduling

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The user-configurable dashboard is an all-in-one view of your reminders, tentative reservation follow-ups, web requests, waitlist maintenance tasks and other notifications.  This session will review how to use the dashboard, demonstrating simple methods for managing all your scheduling tasks, accessing notifications and even generating “on-the-fly” metrics and reporting. 

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Catering Workflow Best Practices PDF

Product Workshop | Services Scheduling | Conference & Events | Meeting Scheduling

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Attend this workshop to gain best practices on using EMS to manage your catering operation. Learn how your users will utilize Virtual EMS to submit requests, how requests are processed, and how additional details are captured. Get tips and tricks to ensure a smooth workflow, and learn which reports can be used for operational and sales needs. 

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Strategies for Populating and Maintaining Your End User Accounts PDF

Product Workshop | IT-System Admin

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Automatically enabling Virtual EMS end-user accounts, tracking the right information on the accounts, and ensuring they have access to all of the correct permissions can be challenging in a complex environment. 

This session will review common strategies for account creation and maintenance, enabled by the HR Toolkit and / or integrated authentication options.

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