Go to https://mypc.colum.edu/ to access the virtual EMS Desktop Client and log into “VMware Horizon” using your MyColumbia login and password OR open the EMS Desktop Client installed on to your Computer. If you do not have access to either of these and need to have access, please email space@colum.edu.
At the bottom of the next page. It will ask you to log into EMS, use the login given to you by Space & Scheduling. If you do not know your login, please email space@colum.edu.
At the top of your screen you will find the book, navigator, and dashboard
The book will open the calendar view of reservations in your spaces.
The navigator opens search window where you can search for a reservation with a reservation number.
The dashboard opens window where can view all the reservations that have come in that you need to review. This is where you will go to approve or deny space requests.
Select the notification rule available to you. Depending on the space that you approve you could see more than one notification rule.
A list of reservations will appear to the right, these are the reservations that will need approval.
Double click the request you want to review to open the reservation. You can also highlight the request hen click on the “go to” button on the right.
Click on the reservation name to review the reservation information. The most important tabs to review are the reservation summary and the user defined fields.
The reservation summary will show you the general information of the reservation such as the event name, requestor, status, reservation ID, etc.
The user defined fields will show you the additional information that is required from the requestor
The bottom half of the window will show you the booking information such as the date, time, building, room, booking status, etc.
You can also view the booking information by clicking on the booking name on the left-hand side of the window
Once you have reviewed all pertinent information and are ready to change the status of the reservation, click “Change Status” on the right-hand side of the window. Note you must be on the reservation summary to see the “Change Status” button.
Select the appropriate status for the reservation then click next.
Select the bookings you would like to change the status of then click “finish”
The confirmation window will open where you can send an email regarding the user’s reservation.
Choose the type of message you would like to send to the user. The most used messages are Confirmation Email, Denial Email, Further Questions Email, and Cancellation Email
After you choose the type of email, select the options of how you would like to send a message to the requestor. The email button opens the email function where you can send an email in EMS. The print button opens your print functions to print a copy. Print preview opens a preview of the confirmation where you can save, download, and print the confirmation. If EMS is not allowing you to send an email through the system, simply copy the message and send it through your Outlook account.
Lastly, once you have changed the status of your reservation and sent a confirmation to the user. Go back to your dashboard, highlight the reservation you just reviewed, and click “reviewed” on the right-side of the window. This will remove the reservation from your queue.
