An Event is a group of reservations, also known as a Multi-Point Reservation. Events may contain reservations for multiple locations and/or multiple assets/rooms within a location. All reservations within an Event will occur simultaneously and include all invitees.
Watch the short video above for an overview of Events in Forum Web.
The Basics: Searching
On Forum's home screen, select "Event" in the first drop-down menu. You will then be prompted to search for locations. If you have a preferred location, it will be selected by default.
To add locations, in the search field type either the Location Name, City, Street, Zip Code, State abbreviation or Country abbreviation and click on the desired result shown below the field. This will add it to the Selected Locations list on the right. To remove a location, click on the X next to the location or click on the X next to 'Selected Locations' to remove all. When the Selected Locations list contains your desired locations, press the Apply button.
In the next drop-down menu, If you would like to search for a category other than Collaboration Space, select the asset category you'd like to search first. Collaboration Space is selected by default. You'll be able to add more categories after performing your first search. View more on changing the category.
Specify the desired date and time, then press the Apply button. Press the Search By Calendar button to view assets meeting the search criteria in the Calendar View. View more on date and time.
The Basics: Calendar View
All assets meeting the search criteria are listed in the Calendar View, under the name of their Location. To modify the search parameters, click on the filters above the Calendar View Tab, described in detail below. If the asset is available during the selected time slot, it has a checkbox next to the asset name. Once you see what you need, simply check off the box next to it to add it to your reservation. Click on the asset name to view photos, hours, policies, amenities and attributes. If you've selected assets in the Collaboration Space category, enter the number of persons expected in the Attending column. This and the Event/Reservation Name are required fields, and are also accessible in the Reservation Summary View.
If desired, add Related Assets like equipment and services to a selected asset by clicking the Add icon after the asset name, shown in the Adding Related Assets section below.
Filter options appear above the Calendar View tab and work just like the filters for reservations. Click on the filters to refine the list of assets. Check off those you're interested in, enter values if needed, and press Apply. Available filters depend on the selected category and include Asset Types, Amenities & Attributes, Floors, Capacity, and Price. In the Floors filter, check off the floors that you're interested in, click outside of the drop down menu but within the Floors window, and press Apply.
If you need to change your selections, click on the filter again or view all of the applied filters by clicking on the downward pointing caret after the Price filter. You may click on the X next to a given filter to remove it or press the Clear Selections button to remove all of the applied filters.
Selecting and Previewing Assets in the Calendar View
All assets meeting the search criteria are listed in the Calendar View, under the name of their Location. If the asset is available during the selected time slot, it has a checkbox next to the asset name. Check the box to add it to your reservation. Click on the asset name to view photos, hours, policies, amenities and attributes.
Adding Related Assets (Child Assets)
After an asset has been selected, related assets like equipment and services may be added. An Add icon will appear after the asset name if it allows these types of assets, often called Child Assets. Click on the Add icon to begin the search.
Choose a category at the top of the window. You may now press the Search button at the bottom to see all results for that category, or select the desired filters and then press the Search button. Note that many related assets are not floor-specific, and therefore will not be included in search results when the floors filter is applied. So it is best to not specify a floor in your initial search.
After pressing the Search button, the assets meeting the search criteria are then listed to the right.
View the details for an asset by clicking on an asset name or checking off the box next to an asset name. Checking off the box selects the asset. The quantity is automatically set to one, but you may increase the quantity up to the available quantity of that asset.
If you do not need that asset for the entire reservation time, you may modify that asset's start and end time within the constraints of the reservation time. Press the Submit button to add the selected asset(s) to your reservation. They'll be visible in the Event Summary View tab.
Equipment and services may only be reserved as Related Assets since standalone equipment and services are not supported for Events. To reserve standalone equipment and services, create a standard reservation by selecting "Reservation" in the first drop-down menu in the search bar.
Date and Time
Click on the Date/Time field in the upper right to specify a single date and time or a recurring pattern. If you make changes to the Date or Time, press the "Search By Calendar" button to apply those changes to the Event. Other previously entered data will not be lost. When the Start Date/Time or End Date/Time for the Event is changed, the Start and End time of all Child Assets will be changed to this time. This can be modified in the Event Summary View or the Child Asset Window.
The selected date and time will apply to the entire reservation/event, simultaneously across all time zones. The local time of the reservation/event will be visible in the Calendar View. Rules in Microsoft Exchange prevent the selection of multiple start and end times for separate rooms or locations. However, when adding related (child) assets like equipment or services, you do have the option to specify a shorter span of time that falls within the time of the entire reservation/event. "No end date" reservations are not supported.
Changing the Category
Only one category may be searched at a time. This is the "What" field. Collaboration Space is selected by default.
When you select a new category and press the "Search By Calendar" button, assets belonging to that category will be listed in the Calendar View as well as any previously selected assets.
In the example above, collaboration space assets were selected, then the category was changed to parking.
Event Summary View
Click on the Event Summary View tab to see an overview, add details, and add invitees. Your selected assets and any associated costs are listed here. You have the option to add a specific description for individual assets, like catering services, and that text will be included in Forum emails. The optional Event Comments field may contain text that applies to the entire reservation and is not currently included in Forum emails, but is visible here within the Event Summary View, in the Event Info View on the mobile apps, and in the Reservation Summary View of the Exchange Add-in. Descriptions and Event Comments are limited to 1000 characters. Click on the Add icon after an asset name to add related assets like equipment and services. Click the X on a row of an asset or location to remove it from the reservation.
After an event has been saved, when you go back into the Event Summary View, the reservation status of each reservation is displayed.
The invitees section is in the lower left corn of the Event Summary View. Click on the Add icon next to Invitees to begin a search.
Search for the desired invitees and check off the box next to those you need to select. To add email addresses for individuals who are not in Forum, enter their email addresses in the text box, separated by semicolons. Press Apply when done.
To expand and collapse the list of invitees, click on the caret next to Invitees. Click on the X in the action column to remove a user/email address from the list.
The standard reservation emails from Forum (and Exchange, if applicable) will be sent to the reservation owner and the invitees. The Forum emails will include all assets in the body of the email.
Submitting an Event
The Submit Reservation button at the upper right is enabled when all required fields have been entered. Click it when you're ready to submit. Once validated, the reservation/event is saved and invitations are sent to the invitees.
If the reservation that you submit contains only one Collaboration Space, Workspace, Parking or Transportation asset, the reservation will be saved as a Standard Reservation rather than an Event.
Reservation Tiles for Events
The above image shows the tiles for the three reservations which were created when an Event was saved.
One of the reservation tiles is shown above. The icon indicates that it is an Event. Click anywhere on the tile or on the View Event button to go to the Event Summary View where you can see more information, make modifications, or perform actions like Check In for all of the reservations within an Event, if desired. Reservation tiles (and Reservations listed in table view) will only appear on the reservation owner's screens, not the invitees' screens.
Actions Buttons (Check In, Approve, Bump)
After an event has been saved, any actionable items will have buttons in the Event Summary View. Click the Check In button on an individual reservation to check that reservation in or click the Check In All button to check in all eligible reservations. To Cancel, click on the X for that row. To cancel the entire Event or the remaining portion of a recurring Event, press the "Cancel Event" button shown on the bottom row. To view the description fields for reservations, click on "Description" at the top.
The End All button will check out all reservations for rooms that require check-in and end the reservations for the rooms that do not require check-in.
Approve, deny, and bump buttons are also available to users having the associated rights and permissions. The bulk buttons at the bottom will perform that action on all applicable reservations within the event.
Modifying an Event
Click on a reservation tile or the View Event button to make changes to an existing event. The event will be opened in the Event Summary View. Make necessary edits here or in the Calendar View. Click the X on a row of an asset or location to remove it from the reservation. Press the Save Modifications button when you're ready to submit. Once validated, the changes are applied to the Reservation. If you need to cancel the entire event or all remaining instances of the event, press the Cancel Event button.
If you have created an event as a single instance, you cannot modify it to be a recurring event. A new event should be created with the recurring pattern specified in the Date/Time before submitting.
A user with the right to manage another user's reservations and permission to approve requests will have buttons for bump, approve, and deny so that they can perform these actions without having to to to the settings screen. Buttons at the bottom allow actions to be performed for all applicable reservations within the event.
Events in Reservations Lists - Viewing Events Owned by Others
(Settings, My Reservations & Requests, Search)
Each reservation within an event will be visible where reservations are listed. This includes:
- Reservations table at Settings -> Reservations (shown in above screenshot)
- My Reservations & Requests screens
- Search for Person/Reservation/Asset -> People -> View
- Search for Person/Reservation/Asset -> Reservations
If a reservation is part of an event, this is indicated by a "Yes" in the Event column (in Settings and My Reservations & Requests). Click on the reservation name or "Yes" to go to that event in the Event Summary View.
Events in the Mobile Apps
Coming in April!
In the Android and iOS mobile apps, a reservation tile will be displayed for each reservation which is part of an event. Actions like Check In, Check Out, and Cancel may be performed for each reservation by tapping the corresponding button on the tile. There are no "bulk action" buttons in the mobile apps that would allow someone to perform an action like Check In for all of an event's reservations at one time, but this can be done in the web in the Event Summary View. These tiles have an event icon and a "View Event" button as shown in the image below.
Tap the View Event button to view the event's details.
The Event Info View is shown by default. It is similar to the summary view in Forum Web and the Exchange Add-in. Swipe up or down to view all of the information. Tap the Reservations icon in the lower-right of the screen to navigate to the Reservations View, shown in the images below.
The Reservations View has a section for each location. Under each location name the number of assets is listed when two or more assets are reserved. If only one asset is reserved at that location, the asset name is displayed. Tap the caret on this row to expand the list of assets.
Tap the caret next to the asset name to expand the details for that asset.
Swipe up or down to view the reservation details for this asset. If you navigate to the Event Info View and then back into the Reservations View, all previously expanded sections will be collapsed. To navigate back to the reservation tile, press the back button or tap on the three dots in the upper left and select "Manage Reservations."
Events may be created by any user in Forum who is able to create reservations. The same rights and policies apply to reservations and events. The Forum Exchange Connector is required for two-way synchronization between Forum and Outlook (the Exchange Add-in).