Benefits & Capabilities

Eliminates Scheduling Conflicts

• EMS doesn't allow double-bookings; provides automatic conflict resolution
• Find available space instantly with powerful search Wizards
• Exclusive to EMS, the "Best Fit" search accommodates recurring meetings when space is limited
• Quickly evaluate facility use and availability with colorful, graphical views in daily, weekly, or monthly formats
• Manages the inventory of resources to prevent overbooking

Intuitive and Easy to Use

• Step-by-step Wizards simplify the making/changing of reservations
• Intuitive, E-Commerce style Web interface eliminates any need to train users
• Simply click-and-drag on the graphical Reservation Book to reserve rooms
• Flexible date/time entry accepts shortcut formats and offers convenient pop-up and drop-down choices
• Quickly and easily choose any number of services and resources for an event

Saves Time and Eliminates Hassles

• Create any kind of recurring meeting in seconds
• Reduce the time required to schedule and manage events, enabling staff to focus on customer service
• Save time by copying detailed event requirements between bookings
• Eliminate phone tag and paper forms by using Virtual EMS for online requests and/or self-service reservations
• Powerful browsers locate reservations using any known piece of information
• Replicate an entire event for future occurrences with the Copy Reservation utility

Improves Communication

• Convenient, centralized source of detailed meeting and event information
• Automated change notifications alert staff to last-minute changes
• A wide variety of clear, concise reports encompass every aspect of your scheduling operation
• Reminders alert customers and staff to date-specific tasks
• Generate service order forms and reports for internal or external service providers caterers and A/V departments
• Track visitors and provide a visitor log for your security department
• Integrated file attachments track correspondence, room diagrams and worksheets
• A detailed audit log tracks every change made to reservations including who make it and what was changed
• The online calendar of events in Virtual EMS provides real-time access to the latest information so everyone's better informed

Flexible, Adaptable and Highly Customizable

• Manage multiple facilities, each with unique characteristics and service offerings
• Configure the system to model your business rules and reflect your terminology
• Easily change the look and feel of Virtual EMS for a branded appearance
• Customizable user profiles accommodate complex security needs
• Manage workflow with customizable statuses like Confirmed, Tentative, Proposal, Canceled With Charge, etc.
• User defined fields capture additional information that's important to you
• Create any number of categories to manage A/V, catering, service providers, activities, attendees, notes, etc.
• Powerful Query Builder provides a user-friendly means of creating ad-hoc queries, personalized browser displays and simple custom reports

Improves Customer Service

• Enables schedulers to respond immediately to customer inquiries on availability
• Print or email detailed Confirmations or BEOs to your customers
• Virtual EMS provides online, interactive access via the Web or Intranet 24/7
• Track customer calls and correspondence
• At your discretion, offers multiple levels of hold or wait list capability
• Provide pictures and diagrams of buildings, rooms and resources via the Web
• Sophisticated contact management (integrated CRM)

Manage Billing and Accounts Receivable

• Create any number of Pricing Plans for your different customer types
• Supports a variety of pricing methods (i.e. flat, hourly, half/full-day, etc.)
• Automatically calculates taxes, gratuities, service charges, etc.
• Generate invoices and track associated deposits, payments and adjustments
• Produce customer Statements and an Ageing Report to manage your receivables
• Interface EMS with your organization's financial system using the General Ledger Distribution Report or custom export of billing transactions

Monitor Performance and Optimize Utilization

• Choose from a variety of sales reports to track performance and monitor future bookings
• Generate detailed reports to track resource allocation and utilization
• Centralized system ensures better use of facilities and resources across your campus or corporate enterprise
• Optional Hoteling module minimizes real estate costs by maximizing your ratio of employees to offices

Scales for Large Installations

• Schedule and manage nationwide or global videoconferencing
• Manage the resources of an entire university campus or corporate enterprise
• Service and resource categories can be defined as unique to one or more of your buildings
• Capitalize on the strength of Microsoft's SQL Server database platform

All-in-One Integration

• Comprehensive application for meeting room scheduling and event management
• Leverages the power of Microsoft Office
• Virtual EMS Module extends system capability to the Web
• Interface with student information systems to provide a centralized campus calendar
• Integrate with video display systems
• Optional Integrated Authentication module enables single sign-on
• Optional MS Exchange Integration streamlines meeting planning by showing attendee availability and sending Outlook-based invitations

Excellent Overall Value

• Rapid deployment keeps implementation costs to a minimum (averages 1-4 weeks)
• Requires minimal ongoing support from your IT department
• Backed by our world-class technical support and professional services teams
• Customers benefit from a 'best-of-breed' solution that leverages best practices from the variety of markets we serve
• Consistently praised as the most responsive software company our customers have ever worked with