Benefits & Capabilities

Optimizes Utilization

• Save on real estate costs by maximizing your employee to office ratio
• Hoteling strategy enables increased headcount without facility expansion
• Simple check-in process ensures accurate utilization reports
• Automated employee reminders minimize no-shows
• Generates detailed reports to track utilization and forecast demand
• Centralized system ensures better utilization across your organization’s enterprise

Intuitive and Easy to Use

• Intuitive, e-commerce style web interface eliminates any need to train users
• Online room request form can be easily tailored to your booking process, capturing only the information you need
• Streamlined processes for submitting requests, reviewing and changing reservations
• Simply click-and-drag on the graphical Reservation Book to reserve rooms
• Quickly and easily select meeting-related services like equipment and catering

Flexible, Adaptable and Highly Customizable

• Manage multiple locations, each with unique needs and service offerings
• Configure the system to model your business rules and reflect your terminology
• Easily change the look and feel of the Virtual EMS web interface for a branded appearance
• Manage workflow with user definable statuses like Web Request, Tentative, No-Show, etc.
• Define your own service categories (either global or location-specific) for equipment, catering, storage, visitors, notes, etc.
• Customizable user profiles accommodate complex security needs
• User definable fields capture additional information that's important to you
• Powerful Query Builder provides a user-friendly means of creating ad-hoc queries, personalized browser displays and simple custom reports

Eliminates Scheduling Conflicts

• EMS doesn't allow double-bookings; provides automatic conflict resolution
• Powerful search engine finds available space instantly
• 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

Saves Time and Eliminates Hassles

• Create any kind of recurring booking in seconds
• Reduce the time required to schedule and manage reservations, enabling staff to be more proactive
• Save time by copying details between bookings or replicating entire reservations
• 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

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
• Generates service orders for internal and external service providers, caterers and A/V departments
• Track visitors and provide a visitor log for your security department
• Integrated file attachments track correspondence, setup diagrams and worksheets
• A detailed audit log tracks every change made to reservations including who make it and what was changed
• The online calendar in Virtual EMS provides real-time access to the latest information so everyone's better informed

Improves Customer Service

• Enables schedulers to respond immediately to inquiries on space availability
• Email or print detailed Confirmations or BEOs to your customers
• Virtual EMS provides online, interactive access via the web or intranet 24/7
• Track calls and correspondence
• At your discretion, offers multiple levels of hold or wait list capability
• Provide images and floor plans of buildings, rooms and resources via the Web
• Sophisticated contact management (integrated CRM)

Manage Billing and Internal Charges

• Tracks billing reference numbers (like cost center, charge code, etc.) for any charges
• Supports multiple pricing plans and a variety of pricing methods
• Automatically calculates discounts, taxes, gratuities, service charges, etc.
• Generates invoices, tracks payment, prints statements and an ageing report for any external accounts receivable
• Interfaces with your organization's financial system by exporting billing transactions or with the General Ledger Distribution Report

Scales for Large Installations

• Schedule and manage locations across the country or around the globe; automatically account for holidays, building hours and closures
• Simplifies the scheduling of global videoconferencing
• Manage your entire corporate enterprise (shared offices, meeting rooms, resources, etc.)
• Service and resource categories can be either global or unique to an office location
• Capitalize on the strength of Microsoft's SQL Server database platform

All-in-One Integration

• Comprehensive application for office hoteling and meeting room management
• Virtual EMS web interface provides easy to deploy, easy to use application
• Touch-screen EMS Kiosk™ application provides convenient way for employees to check-in
• Integrates with a variety of digital signage systems
• Integrated Authentication enables single sign-on and HR Integration Toolkit automates user account management
• Leverages the power of Microsoft Office and Outlook
• Microsoft Exchange Integration streamlines meeting planning with attendee availability and 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