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SUNY Orange Event Scheduling Creating an Event (room request) in 25Live: Faculty & Staff
The College has implemented 25Live as its room scheduling software where all event scheduling
and room requests will be managed and viewable in a central location.
Faculty & Staff can login to 25Live using their Single Sign-On credentials.
Note: Your request is NOT CONFIRMED until you receive a confirmation email from the approver.
Please allow at least three (3) business days for your request to be processed.
Log into the MySUNYOrange portal, click on the Employee Tab, & click the 25Live Scheduling link
under the center portlet titled Service Requests. ** Google Chrome is the recommended & supported browser
The guide will assist you with:
Step 1
Find an Available Location in 25Live ............................................................................................ 2
Step 2
Creating an Event ................................................................................................................... 4
You can always
Check the Status of an Event Request ........................................................................................ 10
How to
Cancelling an Event ............................................................................................................... 11
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Find an Available Location in 25Live
Use the following instructions to assist you in finding a location.
Click on ‘See Available Locations’.
Click on “Select Existing Search”.
Click on a Search item in the drop down listing
(type of room or a specific building on
campus). The system will then display those
locations. In the example,
*Conference/Meeting Rooms is selected.
Note:
This menu may be titled, 'Your Starred Locations'
Next, click on the date and time highlighted
in blue. Edit the date and time for your
meeting.
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25Live will display all the
Conference/Meeting Rooms that
are available for the date and time
you specified. In the example, we set the date and time
for Oct 31, 2019 from 10:30am to
11:30am.
You can click on the column
headings to sort. For example, you
can sort by Max Capacity if you
need.
The results will also display the room capacity and if it is Available (Reserve It) or Unavailable.
To request the Location -
Click Reserve it. Notice that the
date, time, and selected room is
prefilled in the reservation in the
left panel.
Continue to fill out the remainder of
the reservation information to
request the room*. Refer to step 2
of the next topic, Creating an Event,
for direction on completing an event
request.
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Creating an Event
1. Click “Create an Event”
2. Enter event information following the prompts on the screen. Continue to scroll down
responding to each prompt required. (* denotes a response is required)
Event Name – (40-character limit)
be specific; avoid using acronyms
Event Title – (120-character limit)
Optional – here you can provide a fuller
explanation of the event; how you might
like the event listed on a published
calendar or info sheet
Event Type – Click in the Event Type
box to select an event description.
You can scroll up and down to view all
event types. Select an event type.
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Primary Organization – Type two or more
letters of the department/unit requesting
the event. A drop-down menu will
display as you type/search.
Select the appropriate department/unit.
Additional Organization – Optional field for
listing a co-sponsoring group
Expected Attendance – Indicate the number
of participants who will attend the event.
Event Description – Optional field to
provide a brief description of the event.
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Date and Time – Enter the date and the
ACTUAL start and end time of the
event.
Additional Time - If additional time is
needed for set-up before the event or
for room re-set after the event ends,
click “yes” and enter time.
Event Repeats – If your event will
recur throughout the semester, use
the drop-down menu to select the
schedule (e.g. weekly, monthly, ad
hoc) and select the specific days/dates.
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Location(s) – Begin to type the building/room
location then make your selection from the
drop-down. You will be prompted to add
additional rooms as needed. A green check
indicates that the room is available for the
requested date/time; a red triangle with an
exclamation point indicates the room is in use --
- make another selection
Attached Files – Optional field to attach a
floor plan or to provide additional
information about requirements for your
event. NOTE: you will need to complete both
Facilities and IT request forms (if needed)
once your event is confirmed. (Do not attach
files with confidential information.)
Comments – Add comments here that might
be helpful to the individual who will be
responding to your request.
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Review your event details as they appear in
the left side panel.
Terms and Conditions – Click ‘I agree’ and then
‘Save’ to submit your request.
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Once your event saves successfully, you should see the following result:
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Check the Status of an Event Request
Click on the Search for Events button. Here you can
search by the event name or use the drop down and
select events in which you are the scheduler.
Your event(s) will come up. If there is a building
room listed, the event is approved. If the
square box is BLUE, the event is approved.
Editing an Event Request
You can also edit your request by clicking on the Edit button to the right of the Search item.
Event Request is approved! Event Request is NOT approved!
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Cancelling an Event
You must find the event to cancel.
You can search the location or search by
the name of the event.
Search by location, enter the room name. Search by event, enter the event name.
Click on the Location Name – Lib 102.
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Select your meeting that you want to cancel. Select your meeting that you want to cancel.
Change State to ‘Cancelled’.
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Click ‘Yes’ to confirm the cancelling of the event.
**NOTE: If the event status is ‘Confirmed’, you will NOT be able to cancel the event. Contact
Kim Markle at ext. 4720 or [email protected] and request that she cancel the
event.
Click the menu to go back ‘Home’.
