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About     ||     FAQs     ||     Error Messages     || Venues     || Log In

 

 How do I reserve space on campus?

It depends upon who YOU are.  

  • Students, please visit Student Involvement http://www.albany.edu/involvement/eventplanning.shtml  Once approved* by Student Involvement when you are affiliated with an approved Student Group you may then log in to the Event Management System (EMS) using your University NetID and password.

  • Faculty/Staff may log in with University NetID and password.
     
  • Off Campus Customers requesting University spaces on a more regular basis, may request an EMS account may request an EMS account by visiting the ITS Service Desk in the University Library, calling 518-442-3700 or by submitting a request online.

Please note: all off campus users of University at Albany facilities will need to apply for a Revocable Permit.

 Is there documentation, a "how to" guide?
 What browsers are compatible with Virtual EMS?

Internet Explorer 7.0-11.0  Firefox 40+, Google Chrome and Safari

 Who has access to Virtual EMS?

Faculty/Staff and Students affiliated with an approved Student Group may log in to the Event Management System (EMS) using their University NetID and password.  Off campus schedulers  requesting University spaces on a regular basis, may request an EMS account by visiting the ITS Service Desk in the University Library, calling 518-442-3700 or by submitting a request online.

 What if the "browse for events/facilities/space" and the "reservations" features are not working properly?

You may need to clear the cache in your web browser. See the AskIT wiki How to Clear Browser Temporary Internet Files or Cache  or  https://wiki.albany.edu/x/EASX.

 A space appears available under "Browse" yet it cannot be requested when attempting to schedule it. Why?

There may be a scheduling policy in the specific building that prevents scheduling the space.  Some buildings are not available on weekends, holidays or evenings.  Examples of constraints include but are no means limited to: the Athletic Facilities require at least 7 business days advance notice, academic space managed by the Registrar require a minimum of 2 business days and student organization events/meetings are not permitted after the last day of classes each semester.

 When I use the Browse feature I don’t see the building/space I want. Why?

Make sure you are logged into the system (your name will appear in the upper right hand corner of the screen). Although this option is available  to the public, not all buildings are available for view unless you do so. If you are logged in and still don't see the building you want, under "Browse," select "Browse for Space," then click "Filter" on the far right side of the screen. When the dialog box opens enter the date and use the "Facilities" drop-down menu to view buildings. Select your desired facility/building and click "Apply" to see availability.

 I wish to schedule a specific room, but it does not appear in the list. Why?

A room should not appear in the list if it is already booked. To confirm this, use the "Browse" - "Browse for Space" option on the main menu bar. Use the "Filter" in the upper right of the screen to select the Date and Facility. If the room does not appear at all under Browse, then it is not available to your user group. If the room you want is already in use, either adjust the date and time of your event or look for an alternate room.

 How can I see what the room looks like?

When you click on an available space a Location Details box will open within which are Building Details and Room Details.  Room Details also has sub tabs Setup Types and Features for more specific information on the space

 How do I schedule an event for more than one date?

After you have found an available space, within the Where and When dialog click the "Recurrence" button and enter your start and end time. Choose daily, weekly, monthly or random. Enter the number of weeks and click the days you need. Under "Range of Recurrence," enter the start date and the number of occurrences needed or enter the date of the last occurrence. Then click the "Apply Recurrence" button.

 I click and used to get a pop-up dialog box but now I don't. Why?

This can happen sometimes when someone is using two monitors, while making a reservation they drag the pop-up window to the other screen and later upon reuse of the link/button that same pop-up will be over on the other screen hidden underneath whatever other windows are open.  Another example is when clicking on the group button, it no longer opens the master list of groups but the list of groups can be seen by starting a reservation.  In both cases the fix is in user preferences.

1) Go to Settings > Preferences – check box for “Do Not Save Window Coordinates.

2) then reset the window coordinates  Go to Settings > Preferences > Reset Window Coordinates.

 Why should I be using EMS?

It facilitates coordination of the many vital campus services like dining, catering, multimedia support, and setup for event programming.  In many cases Virtual EMS is your most effective means to making a reservation request.

 Is there a mobile version of VEMS?

Yes, if  If you access VEMS from a mobile device you are redirected to the mobile version.  It does not require a client download,  the web application is dynamically reformatted for use on a mobile device.

 How do I delegate access to my Virtual EMS Account?

If you will have someone else booking requests and reservations for you on a regular basis, you may wish to consider allowing them to be your "delegate."  In Virtual EMS, a delegate can login as the delegator for the purposes of creating/editing meeting requests and other reservation bookings.

To add a delegate:

  1. Login to Virtual EMS as the person who will be delegating responsibility to someone else (the delegator)
  2. Hover your mouse over the My Account menu and Click Edit My Account
  3. Click on the delegates tab
  4. Search for the delegate using the Enter text to search for delegate box and Click Search
  5. Select the appropriate user from the Users matching your search listbox
  6. Click on the > button to add the user as a delegate

The next time the delegate logs in to Virtual EMS, they will see a drop-down list box in the menu bar where their name is located (Welcome name goes here).  They will then select the delegator's name that they are looking to book as and make a request as they have in the past.

To remove a delegate:

  1. Login to Virtual EMS as the person who will be delegating responsibility to someone else (the delegator)
  2. Hover your mouse over the My Account menu and Click Edit My Account
  3. Click on the delegates tab
  4. Select the delegate to remove from the Users who can impersonate you listbox
  5. Click on the < button to remove the delegate

 

 

Questions about a particular space?   See the venue management for details.

Anyone* can look at events as a Guest* and can select one of the two options under the Browse menu:

Browse for Space

See Today's Events

University at Albany's public calendar may be found at: events.albany.edu

Need Help using the system? Please submit a Service Desk Request.

Where is Virtual EMS?    

 Log in here. 

 

*Off Campus Customers requesting University spaces on a regular basis may request an EMS account through a  Service Desk Request. 

Note: all off campus users of University facilities will need to apply for a Revocable Permit.