VSU Online Form Training for R25

Slide 1: 

Users will be brought to the Online Reservation Form Welcome Page. To continue to access the form they will be click the “Click Here to Login” button.

Slide 2: 

Users will use their Blazenet Username and Password to login. Faculty and Staff must be in the R25 Contact Directory to have access to the form. Student Organization Event Coordinators must have completed the online Event Planning and Scheduling Workshop. Once they have completed the workshop they will be entered into the R25 Contact Directory.

Slide 3: 

Once the Event Coordinator signs in, their contact should be defaulted to their name or their appropriate Event Coordinator name. They will then select from the drop down tab the Department or Organization they would like to make a reservation for. If the organization or department does not show up, they should contact Alisha in the Student Union Reservation Office.

Slide 4: 

The outlined areas are the areas that will enter into the R25 draft. Those with BLUE boxes will enter into the Reservation Comments. Those outlined in RED will be entered into the appropriate field in R25.

Slide 7: 

Once the Event Coordinator has completed the Online form they will click “Next”. They will then be prompted to review their request and either submit or make changes.

Slide 8: 

Once the Event Request has been submitted, the Event will be listed in the Drafts tab of the Events Directory. To get to the Drafts tab, start by selecting to enter the Events Directory.

Slide 9: 

Once you are in the Events Directory, click the Drafts tab to enter the Drafts.

Slide 10: 

Look in the Scheduler field and any events that are designated to your office are events that should be scheduled by your office. To open the event, double click the Event Name. 1 2

Slide 11: 

Anything that had a BLUE box around it on the form earlier in the training will be entered into the Reservation Comments. As you enter the information into the other areas, delete it from the Reservation Comments. Change the Scheduler to your name. If your event has multiple dates, you will need to enter those as Ad Hoc before assigning your location or resources. 1 2

Slide 12: 

To change the Scheduler, click once to highlight the word “Scheduler”. 1 Once the word is highlighted, click the “Select” box at the top. 2

Slide 13: 

Select your office’s name from the right side window and click the remove button at the bottom. Then click the OK button 1 3 Then select your name from the left side window and click the add button. 2

Slide 14: 

Once you have checked to ensure you are now listed as the Scheduler for the Event, click the red X to close the window out.

Slide 15: 

Check the Properties to ensure the Description was entered properly.

Slide 16: 

If the Event Coordinator did not select for their Event to be published to WebViewer, the box should be checked and listed. If the Event Coordinator said their Event is a Fundraiser, the box should be checked and listed. Also under Properties, check to make sure the correct Categories were chosen. The Event Categories that the Event Coordinator selected should be listed.

Slide 17: 

The Event Coordinator’s first choice location will be listed as a space preference. Their second choice is listed in Reservation Comments. The Space Preferences box should be checked. Do not check the “My Favorite Spaces” box. The expected head count that was listed on the form will enter as the expected head count. To check to see if the first choice location is available, click the “Check” button. 1 2

Slide 18: 

Once you have clicked “Check” the first choice location will appear in the locations window. You will then continue as normal to assign the location. If the Event Coordinator’s first choice location is not available and their second choice location is a location your office does not reserve, simply go back and add the scheduling office as the Scheduler and leave the event as a draft. The event will now be listed under that office in the draft folder.

Slide 19: 

All resources and amounts that were selected on the online form will be listed as preferences on the Assign Resources page. Assign the resources like normal.

Slide 20: 

Lastly, change your event from Draft to either Tentative or Confirmed and save!