eCalendar / Events Help

Definitions

Reservation – The “Who and What.” This contains the employee booking information and what the booking is called. A reservation will always have at least one (1) booking/occurrence.

Booking – The “When and Where.” This contains the date, time, and location information for each occurrence of a reservation. A reservation must have at least one booking, but can also have several  bookings.

If you have a weekly GBM, you can create one reservation, with each weekly GBM as booking for that reservation (each weekly occurrence is a booking).

Video Instructions

Click here for video instruction on You Tube

Guide Contents

• About This Guide
• Definitions
• Logging into eCalendar / eCalendar Home Page
  • Creating a Single Reservation
  • Creating a Recurring Reservation
• Cancelling a Reservation
• Editing a Reservation
• Browse
  • Events
  • Locations

Logging into eCalendar / eCalendar Home Page

Your eCalendar account login and password have been setup to be the same as what you would use for any University program such as ELMS/Canvas or PHR (Your CAS credentials).

The eCalendar home page looks like the image below.

1. On the left, there is a menu bar with the following options:
   1. Create a Reservation: Takes you to your various reservation templates. 
      1. To learn more about each template (about buttons)
      2. Select the template you want to use (book now button)
      3. Enter date and time information
         1. If your event is a re-occuring event (ex: weekly meeting), click the Recurrence button and complete that information
      4. Click on the blue "Let Me Search For A Room" and select the Room Setup (Add/Remove) and enter the Number of People 
      5. Click Search 
      6. eCalendar will provide a list of rooms that are available on date and time you entered, that are also large enough for the room setup and number of people information that you provided.
   2. My Events: Takes you to your event list of upcoming and past events.
   3. Browse: Takes you to the search features in eCalendar.
      1. Events: See public bookings in a daily (default), weekly, or monthly view.
      2. Locations: See the free/busy of all rooms/resources in STAMP managed spaces.
2. On the main section of the home page, there are Reservation Templates, which allows you to submit a request right from your home page.
3. Below that is a list of your bookings for the day alone with a search option to find your reservations.
4. Finally, in the upper right-hand corner, you see your name and a drop-down for your account options.

Creating a Single Reservation

1. To make a reservation, begin at either My Home or Create Reservation.
2. Determine which Reservation Template you need to use. Click “About” to see important details about the template.
3. Click “Book Now” next to the Reservation Template you wish to use.
4. Input your date, time information (In most instances your location will be The Stamp, and it is will already be listed). The Time Zone must be set to Eastern Time
5. Click the blue "Let Me Search For A Room". You must select a Setup Type (Add/Remove) and enter the Number of People 
6. Click the Search button to see a list of available spaces
7. 
8. A list of spaces that meet your search criteria appears along with their availability. 
9. Select each space(s) you want to reserve by clicking on the green + sign. 
10. Click on Add Room after each selection
11. The space(s) you selected will now be displayed under the Selected Rooms section (at the top of the page). 
12. Click Next Step at the top right to add Services. 
    
13. Select any of the Resources on the Services page that you wish to add to your reservation. If you are not sure what you need, you can skip this page. The Event Services Coordinator or the space manager will follow up with you after your request has been submitted. At minimum you must click the 3 boxes for "I have read and agree to Terms and Conditions".  Click Next Step to enter Reservation Details (Skip to #15)
    
14. As you add more Services, they will be added to the Services Summary on the right side of the page. Don't for get to select the 3  boxes for "I have read and agree to Terms and Conditions". Once you have finished adding Services, click Next Step to enter Reservation Details.
    
15. Enter your Event Details (Event Name and Event Type) .
    1. Note: Anything with an * next to it is a required field.
16. Enter the Group Details
17. Answer the additional questions under Additional Information and if applicable the Billing Information
18. Check box that you have read and agree to the Terms and Conditions
19. Once you have entered all details, click green Create Reservation in the bottom right corner.
    

Creating a Recurring Reservation

1. Begin at either My Home for Create Reservation.
2. Determine which Reservation Template you need to use. Click “About” to see important details about the template.
3. Click "Book Now" next to the Reservation Template.
4. Input your date, time information, also select the Recurrence button. A new window will open.
5. Enter your recurrence details and click Apply Recurrence.
6. Location. (In most instances your location will be The Stamp, and it is will already be listed). The time zone must be set to Eastern Time.
7. Click the blue "Let Me Search For a Room". You must select a Setup Type (Add/Remove) and enter Number of People. Click the Search button to see a list of available spaces
8. A list of spaces will appear with the availability listed in the second column (see below: 10/10 means the space is open for 10 of the 10 selected dates).
9. Click the green + icon to add the space(s) you wish to book.
10. Click on Add Room after each selection
11. The space(s) you selected will now be displayed under the Selected Rooms section (at the top of the page). 
12. Click Next Step at the top right to add Services. 
13. Select any of the resources on the Services page that you wish to add to your reservation. If you are not sure what you need, you can skip this page. Your Event Services Coordinator or space manager will follow up with you after your request has been submitted. At a minimum you must click the 3 boxes for "I have read and agree to Terms and Conditions. Click Next to enter Reservation Details (Skip to # 15)
14. As you add more Services, they will be added to the Services Summary on the right side of the page. Once you have finished adding Services, click Next Step to enter Reservation Details. 
15. Enter your Event Details (Event Name and Event Type).
    1. Note: Anything with an * next to it is a required field.
16. Enter the Group Details
17. Answer the additional questions under Additional Information and  if applicable the Billing Information
18. Check box that you have read and agree to the Terms and Conditions
19. Once you have entered all details, click Create Reservation in the bottom right corner.

Cancelling a Reservation

You can only cancel a full reservation and or individual bookings using eCalendar while the reservation is still in WEB-status.  After a reservation is no longer in WEB-status, you must contact your Event Services Coordinator or the space manager to cancel your reservation in writing.

1. Go to My Events – this will take you to your list of scheduled events.
2. Click on the Reservation Name you wish to cancel.
3. Click either Cancel Reservation on the right (cancels all bookings/occurrences) OR the red cancel icon next to an individual booking/occurrence (cancels that booking/occurrence only).
4. You will be asked to confirm your cancellation. Click Yes, Cancel Reservation.

Editing a Reservation

You can only edit a reservation and or individual bookings using eCalendar while the reservation is still in WEB-status.  After a reservation is no longer in WEB-status, you must contact your Event Services Coordinator or the space manager to make any changes to your  reservation in writing.

1. From your home page, click on My Events.
2. Click on the Reservation Name you wish to edit. 
3. You can edit Reservation Details (Event Name, Event Type, Group/Host, 1st Contact) by clicking on the pencil icon next to the Reservation Details.
4. To edit the date, time, or location of a booking, click the pencil icon next to the booking date.
5. You can select a new date or time by using the search tools to the left and clicking Search.
6. A list of spaces and their availability will be shown under Rooms You Can Reserve. If the space is open for your new date and time, click Update Booking(s) to change the booking information.
7. To change the location of the booking, select a new desk by clicking on the green + icon next to an available room and click Update Booking.
   1. Note: You can filter the list of rooms by using the filters on the left menu.
   

Browse

Events

Browse Events allows you to see all reservations in STAMP managed spaces in a daily, weekly, or monthly list.

Locations

Use Browse - Locations to see the the free/busy schedule of all spaces. This feature can help you identify spaces that may be available for your event.