How to use EMS/Spacebook

Logging In and Out

Navigating the Spacebook Home Page

Booking and Requesting Space

Logging in and out

Spacebook can be accessed through any standard internet browser by visiting events.emerson.edu. Emerson College students, staff, and faculty may access Spacebook using their Emerson credentials.

To log in go to My Home tab on the landing page and sign in with your Emerson username and password. 

To log out click the dropdown arrow under your name in the upper right-hand corner and click Sign Out.

Navigating the Spacebook Home Page

On the homepage, you will find information on using Spacebook, links for browsing events and spaces, and online forms for reserving or requesting spaces. 

On the left of your homepage, there is a menu bar with the following options: 

  • Create a Reservation - takes you to the reservation templates 
  • My Events - takes you to your event list of upcoming and past events
  • Browse - takes you to the browse features in Spacebook

Events allows you to see a list or calendar view of all events happening on campus. The default view shows events by date but you can add filters to refine your view. 

Locations displays a grid view of all of the events happening on campus. To refine your view, add filters or use the search tool to find specific rooms on campus. 

You will also be able to view the free/busy status of all rooms on campus. Under Locations, click on the room name to view more information about the room, including setup types, features, and the Reservation Template for that room. 

My Reservation Templates, which is located in the main section of the homepage, allows you to book quickly from your homepage.

A list of your bookings for the day along with a search tool to locate specific reservations is at the bottom of the homepage.

In the upper right-hand corner, you should see your name and a drop-down to view your account settings.

Booking and Requesting Space

Once logged in, you will see several booking templates under the My Home or Create Reservations tabs. To submit a new reservation, click Book Now on the right of the booking template that best corresponds to the space or event type from the available options. 

On the next screen, use the calendar on the left to select your reservation date and enter your event start time and end time. Click Search to generate a list of available rooms. 

Next, you will see a grid of rooms and times. The area within the red lines shows the time that you selected for the event. Select your room by clicking on the green plus (+) sign to the left of the room name. 

Enter the number of attendees and desired set up type and click Add Room. Your selected room will appear at the top of the page. 

Click Next Step in the upper right-hand corner to proceed to the Reservation Details tab. Select the appropriate Group and Contact from the drop-down menus. Once the contact is selected, the phone number and email address will be auto-populated. Enter in all of the required information, which is identified with an asterisk, and click Create Reservation. The room is now reserved. 

Don’t see the group you are looking for? To add a group to your available list, click the magnifying glass icon next to the Group drop-down menu. In the search bar, begin to type the name of the group or department you need to add until the name fully appears. Click the group or department name and then click Close

After submission, a confirmation screen will appear. Here you can review the details of your reservation as well as edit or cancel the reservation. 

NOTE: You may need to agree to the Terms and Conditions for the space prior to submitting your reservation. Please read this carefully as this information varies from space to space. 

Reservation Status

Some spaces require additional review by the space owner before your reservation is confirmed and approved. 

NOTE: Reaching the submission confirmation page does not necessarily mean your reservation is confirmed. Depending on the space, you may also receive a reservation status email. 

To check the status of your reservation, select the My Events tab. 

Web Confirmed means your reservation was automatically approved and no further action is needed. 

Web Tentative indicates a hold has been placed on the space pending review by the space manager. You may be contacted to clarify any of the items in your request prior to approval. 

Web Request indicates the space manager will review the request and, if approved, you will receive an email indicating that it has been approved. A hold will not be placed on the space. 

Recurring Reservation 

To create a recurring reservation request, select Create Reservation to choose a booking template and click Book Now. When choosing your date/time, select Recurrence to the right of the calendar. Enter your recurrence details (frequency and start and end dates and times). Click Apply Recurrence and then Search

A list of open rooms will be displayed with the availability listed in the second column. Click the + to add your selected room and complete the remainder of the reservation process as normal.

Managing Reservations

Cancel a reservation

On the left of your homepage select My Events to view your current reservations. 

There are two ways to cancel a reservation:

  1. Click Cancel Reservation on the right. This option will cancel all bookings, including recurring bookings. 
  2. Click the Cancel icon next to the booking. This option will cancel only that specific booking. All future recurring bookings will be unchanged.

You will be prompted to provide a reason for cancellation. 

Edit a reservation

On the left of your homepage select My Events to view your current reservations. Select the reservation you wish to edit. You can edit the event name, event type, event services, or Group or Contact details by clicking on the pencil icon next to Reservation Details

Edit a booking

Select the Bookings tab under My Events and click the pencil icon. Select a new date, time, and/or location by using the search tools to the left. If the room is open for your new date and time, click Update Booking to modify the booking details. 

Add bookings to an existing reservation

Select My Events to view your current reservations. Select the reservation you wish to edit. Under the Bookings section, click New Booking on the right-hand side. 

On the next screen, use the calendar on the left to select your reservation date and enter your event start time and end time. Click Search to generate a list of available rooms. 

Next, you will see a grid of rooms and times. The area within the red lines shows the time that you selected for the event. Select your room by clicking on the plus sign beside the room name. 

NOTE: All of the event details will already be filled in though you can change them if desired. This option can be used as an alternative to setting up a recurring reservation and can be particularly useful if you have multiple bookings related to one particular event that are in different spaces, at different times, or for different event types. For example, this could be helpful when setting up a Reservation for a theatrical production. You could add bookings for the cast or crew auditions in a meeting room for two days at different times, rehearsals in a studio space for a week recurring at the same time, and the performance in the Cabaret.

Finally, click Update Reservation in the top right-hand corner.

Need more help? Please contact spacebook@emerson.edu

 

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