Event Managers - F.A.Q.

Event Managers- F.A.Q.

How do I create or update a confirmation message?

A message is a block of text an Event Coordinator can add to the headers and/or footers of confirmations, emails, and invoices.

On the EMS menu bar menu bar, click "Configuration" > "Other" > "Messages".
The Messages window opens. This window lists all the messages that are currently configured in EMS. Click New or Edit to create or edit a new or edit an existing message.

How do I learn more about how to to use the EMS Desktop Client?

To learn more about the EMS Desktop Client, use the online user manual available here or schedule a training session by sending an email to support@emscampus.gatech.edu.

New reservations are not showing in my dashboard.

This is often caused by event types, statuses, or rooms missing in the "Notification Rule". To resolve this issue, submit a request to support@emscampus.gatech.edu with the name of the dashboard notification and the reservation ID for the reservation or booking not showing in the dashboard.

How do I make an event private to the GT Community?

When creating or approving a reservation, change the status to "Confirmed – No Calendar" instead of "Confirmed". This will show the booking as existing online but private will show as the text.

What information is needed to grant someone access to EMS Desktop Client?

Submit a request to support@emscampus.gatech.edu with the information listed below for the account being created, to include:

  • Full name.
  • Georgia Tech network ID (username).
  • Georgia Tech email address.
  • What access this person should have (or the access to be cloned).

What is the difference between EMS Desktop Client and GTevents?

  • EMS Desktop Client is used to manage requests and spaces on Georgia Tech campus
  • GTevents is used to request spaces on Georgia Tech campus

What is the difference between a Request status and a Confirmed status?

  • A "Request Submitted" status means an approval from the Event Coordinator in charge of that space is needed.
  • A "Confirmed" status means approval has been granted.

Where do I find a building contact information?

Click here to view building contacts.

Which buildings allow external clients to rent spaces?

Click here to view Georgia Tech buildings that rent space to external clients.

I hired a student assistant. What is needed to grant him or her access to the EMS Desktop Client?

Submit a request to support@emscampus.gatech.edu with the information listed below for the account being created, to include:

  • Full name.
  • Georgia Tech network ID (username).
  • Georgia Tech email address.
  • What access this person should have (or the access to be cloned).

How do I change a reservation status?

To change the status of a reservation, open the reservation.

  • In the left pane "Navigator", select the reservation that you are editing, and then on the "Reservation Summary" tab, click "Change Status". The "Change Booking Status" window opens.
  • On the "Status" dropdown list, select the new status for the bookings.
  • Click "Next".
  • The "Select Bookings" window opens. This windows displays all the bookings for the selected reservation with a date greater than or equal to the current day’s date and that do not have invoiced items. By default, all the bookings are selected.
  • Select the booking, or CTRL-click to select the multiple bookings for which you are changing the status, and then click "Finish".

How do I cancel one or multiple bookings?

To cancel one or more bookings, open the reservation.

  • In the left pane "Navigator", select the reservation that you are editing, and then on the "Reservation Summary" tab, click "Change Status". The "Change Booking Status" window opens.
  • On the "Status" dropdown list, select "Canceled" from the "Status" dropdown list.
  • Click "Next".
  • The "Select Bookings" window opens. This windows displays all the bookings for the selected reservation with a date greater than or equal to the current day’s date and that do not have invoiced items. By default, all the bookings are selected.
  • Select the booking, or CTRL-click to select the multiple bookings you wish to cancel, and then click "Finish".