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

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• 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

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Thank You!

Kristen.trbovich@emssoftware.com