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MANAGING VIDEO CONFERENCING SCHEDULING
Kristen Trbovich
EMS Software | Senior Implementation Consultant
September 12-14, 2016
• Learn the features that support video conference
• Everyday users making requests from the web
• Expert users from the client
• Be prepared to share some of your video conference
scheduling ideas.
Overview
2
VC Configurations
• Ties the bookings together
• Identifies a “host” location
• Automatically books the equipment
• Makes the booking process easier on the everyday
user
What does a VC Configuration do?
4
• Cisco TMS
Integrations
• Polycom
5
Everyday user experience
Web App Bookings
7
Adding Locations
8
• Leave locations set to all
• Choose the time zone for the
host location
• Leave all filters set to (all)
• Choose to leave filters
or turn off
• Search for rooms in all
buildings
• Things to consider:
• Available at checkout?
• Able to add services for all locations?
• Add services post-reservation?
• Reception staff add services per location?
Adding Services
9
User Defined Fields
10
• Yes/No UDFs to trigger notifications
• If/then UDFs for more information
Configuration > Other > User Defined Fields
Dependent UDF
VC Administration
Notification Rules
12
Configuration > Administration > Notification Rules
Manage Services
13
Book View – VC Specific
14
Configuration > Other > Event Types
Managing Space
• Request Room
• Generic Name
• Request Status
• Info Only
• Workflow!!
Requested Space
16
17
• Service requests
• Filter on service
requests and send a
service confirmation
prior to the meeting
Monitoring VC
18
Configuration > Administration > Group Notification Rules
19
Configuration > Administration > Group Notification Rules
Customer Examples & Discussion
MANAGING VIDEO CONFERENCING SCHEDULING IN EMS
Kristen Trbovich
EMS Software | Senior Implementation Consultant
Don’t forget! Complete the session feedback
survey in the EMS Live! 2016 mobile app to
increase your prize-winning chances!
Thank You!