Benefits & Capabilities

Academic Scheduling

• Facilitates the planning, publishing and maintenance of your academic schedule
• Provides a two-way interface with your SIS/ERP system
• Automatically assigns classrooms, optimizing the use of campus facilities
• Allows academic departments and the registrar to collaborate online for a paperless planning process
• Scalable configuration supports multiple campuses, colleges, academic departments, subjects, etc.
• Flexible security model accommodates centralized or distributed control of academic space
• Supports block scheduling as well as random meeting times in different rooms
• Eliminates double-bookings except as needed for cross-listed courses
• Tracks course preferences and requirements, which can be rolled term-to-term
• Customizable classroom attributes for matching needs like seating style, technology features, disability accommodations, whiteboards, maps/charts, etc.
• Graphical view of classroom use and availability by day of week
• Flexible, customizable algorithm for automated classroom assignment
• Provides the ability to run and compare different optimization scenarios
• Built-in reports for analyzing classroom utilization and seat utilization
• Interfaces with either commercial or custom SIS/ERP systems

Meeting and Event Management

• Eliminates scheduling conflicts; doesn't allow double-bookings
• Create single day, recurring and non-pattern (random date) reservations in a matter of seconds
• Powerful search Wizards locate available space instantly; an exclusive “Best Fit” search accommodates recurring meetings when space is limited
• Save time by replicating entire reservations or copying specific details
• Quickly and easily choose any number of services and resources for an event
• User-friendly graphical views illustrate facility use and availability, and provide drag-and-drop functionality for making and editing reservations
• Locate existing reservations instantly given any known piece of information
• Reduce the time required to schedule and manage events, enabling staff to focus on customer service
• Automated change notifications alert staff to last-minute changes
• Create any number of facility-specific categories to manage A/V, catering, service providers, activities, attendees, notes, etc.
• Manages the inventory of resources to prevent overbooking
• Print or email detailed Confirmations or BEOs to your customers
• A wide variety of clear, concise reports encompass every aspect of your scheduling operation
• Generate service order forms and reports for internal or external service providers caterers and A/V departments
• Create any number of Pricing Plans for your different customer types
• Generate invoices and track associated deposits, payments and adjustments
• Produce customer Statements and an Ageing Report to manage your receivables
• Choose from a variety of sales reports to track performance and monitor future bookings
• Integrated file attachments track correspondence, room diagrams and worksheets
• Powerful Query Builder provides a user-friendly ad-hoc reporting
• Manage workflow with customizable statuses like Confirmed, Tentative, Proposal, Canceled With Charge, etc.
• A detailed audit log tracks every change made to reservations including who made it and what was changed
• Customizable user profiles accommodate complex security needs
• Virtual EMS provides online, interactive access via the web or your intranet 24/7
• Eliminate phone tag and paper forms with online requests and/or self-service reservations
• Provide pictures and diagrams of buildings, rooms and resources via the web
• User defined fields capture additional information that's important to you
• Easily change the look and feel of Virtual EMS for a branded appearance

Master Calendaring

• Online, centralized source of scheduling information improves communication and enhances sense of community
• Supports any number of public or private calendars for your various departments and areas of interest
• User-defined calendar groupings for easy identification
• View calendars individually or select multiple calendars for a combined view
• Users can subscribe to calendars or specific events to automatically receive emails informing them of new events, changes or cancellations
• “Email a Friend” function allows users to notify others of upcoming events
• Provide up-to-the-second Master Calendar information to other web pages with real-time RSS feeds
• Standardize the process of posting event information, eliminating paper forms and phone tag
• Enter one-time or recurring events in seconds to one or more calendars at the same time
• User Defined Questions for ensuring that all necessary event information is gathered from users when they submit an event
• Give attendees all the information they need about an event by attaching images, flyers, maps, forms, etc.
• Distributed calendar management spreads the work out to Calendar Managers across your campus
• Automated workflow for the processing of requests (post immediately vs. route for approval)
• Extensive security for a variety of roles including Guests, Viewers, Requesters, Users, Calendar Managers and Administrators
• System imports data from an ever-increasing number of sources, file types and information formats
• Powerful search options including event type, location, keyword and more
• User-friendly web interface provides convenient calendar or list views by day, week, month or year
• Customizable online help text, page labels and system messages make the system even more user-friendly and adaptable to your specific needs
• Wide variety of customization options – including the display of your logo – allow you to brand your Master Calendar site so it’s familiar to your users

All-in-One Integration

• Comprehensive application for academic scheduling, event management and campus calendaring
• Centralized system ensures better use of facilities and resources across your entire campus
• Interfaces with commercial or custom SIS/ERP systems for management of the academic schedule
• Much of EMS Campus is accessible via the web, 24/7
• Interfaces with your institution's financial system using the General Ledger Distribution Report or custom export of billing transactions
• Integrates with digital signage systems
• Leverages the power of Microsoft Office
• Integrates with HVAC systems for substantial energy savings
• Integrated Authentication via LDAP, Active Directory or your portal streamlines security and enables single sign-on

Excellent Overall Value

• Simple installation and deployment keeps your investment to a minimum
• Requires minimal ongoing support from your IT department
• Backed by our world-class customer support and professional services teams
• Benefit from a "best-of-breed" solution that leverages best practices from the variety of markets we serve
• Be heard! Consistently praised by our customers as the most responsive software company they have ever worked with