Skip to main content

Basics

EMS is a powerful yet easy to use web program that is linked in real-time to the event management software used at Perimeter Church. There are two levels of access, Visitor and User. Anyone can access the site as a Visitor. Users must have a login account. Users must go through training before being assigned a login account.

Virtual EMS for Visitors and Users:​

  • View the current events calendar as a:
    • Daily list
    • Weekly list
    • Monthly list
  • View the locations calendar and filter location by:
    • Capacity
    • Features
    • Floors
    • Room
    • Room Types
    • Setup Types
  • Pull up details for a specific event including sponsoring ministry contact person and phone number
  • Share events to various social media sites
  • Browse for space via:
    • Available rooms
    • Capacities by room

Accessing​

From the Perimeter Intranet homepage, click on "Quick Links" then "EMS Calendar". The Calendar Filter Options page will be displayed. This page is described below under Events Calendar.

Events Calendar​

Clicking on "EMS Calendar" quickly brings up today’s list of events.

  • Use the calendar icon to change the date from today’s date.
  • Select "Add Filter" to filter down availability based on different criteria including:
    • Locations
    • Room
    • Ministry Name
    • Event Name
    • Event Type
    • Ministry Type
  • Clicking on the tabs will change the view to a daily list, weekly list, or monthly list.
  • While in any calendar view, clicking on a specific event will bring up the booking details for the event.

Users only: By using the filter you can build weekly and monthly calendars for your ministry or division. You can also save your filter settings so the next time you come back to Virtual EMS your settings will be loaded for you.

EMS as a User​

In order to request space for any event, save filters in the events calendar, or add events to your Outlook, you must be a registered user in EMS. Users that have been given a login can enter and view their event requests and edit their account information by logging in to Virtual EMS. Move the cursor over "Welcome, Guest" on the top right menu bar and then click "Sign In"

Your User ID is your Perimeter email address. Event Management will provide you with a password when they set up your account. Please note that only users who enter and manage events (normally Ministry Associates) need to have an account for a ministry.

Editing Your Account Information​

After logging in for the first time move the cursor to your name in the upper righthand corner, then click "My Account".

  • Enter your phone number.
  • Enter a new password in the Password field and the Re-enter New Password field, then click "Save Changes".

In your Account, you can add "Delegates" if you want to designate another EMS Web App user to make reservations and room requests on your behalf. You may need to do this, for example, to get someone else to handle your EMS work during your absence. run your custom filters for the Events and Location calendars under "Personalization", or select "My Favorite Rooms" for those spaces that you most commonly book.

Home​

On the homepage when you first login, you will see on the left handside column the ability to "Create A Reservation" and "My Events". These are the reservations or needs that specifically pertain to your user account. Further down you have the ability to "Browse" for both "Events" and "Locations", detailed above.

Create A Reservation​

To create a reservation, you can either click "Book Now" under the My Reservation Templates - Room Request on the home page OR you can select "Create A Reservation" on the lefthand column, then "Book Now."

From here, you can specify the Date and Time for your reservation and the recurrence of your event. If you already know the room you want, you can type in the name in the "I Know What Room I Want" tab. If you want to specify certain parameters in order to pull a selection of rooms avaiable, click on "Let Me Search For A Room". From there, you can specify Setup Types, Room Types, Features, and Number of People.

If your event will need more than one room and those rooms will vary in times, then you will search for each room with the needed parameters and click the green "+" for the rooms you want to add to your reservation.

Once all the rooms you would like have been added, click "Next Step" to select the "Services" you want to add on to your reservation.

Note

"Services" include any facilities, tech, communication, or child care needs you may have for an event. To better understand facilities or technical needs, go to the "Facilities Request in EMS" or "Tech Requests in EMS" pages.

Communication Services​

For communication requests, adding this service to your event request only notifies the Communications Department that you are requesting support. Your specific request will need to be submitted through an e-form.

Child Care​

For child care requests, you will be directed to contact Stephanie Miller (stephaniem@perimeter.org) with details of needs, number of children, ages, etc.

Reservation Details​

Once you've entered in all Room and Services needed for the event, you will submit the reservation with the following details:

  • Enter the Event Name.
  • Select the Event Type – either Major Event or Ministry.
  • Select the Sponsoring Ministry. You are only able to select ministries that have been assigned to you.
  • Select the Sponsoring Ministry contact (usually the person entering the event.) The Sponsoring Ministry Contact should be listed in the drop down.

If the Event Contact is not the same as the Sponsoring Ministry Contact enter in Event Contact fields. You have the option to enter a temporary contact or select from the list of contacts for the sponsoring ministry.

My Events​

To view all Reservations and Bookings under your user profile, click on "My Events." Once you've landed on this page, you will see two tabs, one labelled "Reservations" and one labelled "Bookings."

Note

Here are some quick definitions:

  • A Reservation is a group of related bookings for an event.
  • A Booking is the request for a particular room.

For example...

Reservations​

Your reservations tab under "My Events" displays all current reservations under your username. You can also access all past reservations by clicking the "Past" tab.

tip

Viewing an old reservation is an easy way to retrieve setup details that you might want to use as a guide for a new event.

By clicking into a particular reservation, you will be able to see the following listed under Reservation Details:

  • Event Name
  • Event Type
  • Ministry
  • Ministry Contact Name
  • Phone Number You can also edit these details under "Edit Reservation Details" to change any one of the above categories.

To the right, you will see Reservation Tasks where you will be able to make changes to your individual bookings under the reservation.

  • Add Services
    • This allows you to add Facilities Services, Set-Up Notes, Resource Cage Needs, Technical Services, Communications Services, and Child Care to any booking
  • Booking Tools
    • This allows you to make date or time changes to individual bookings
  • Cancel Reservation
    • This allows you to cancel all bookings in your reservation
  • View Reservation Summary
    • This allows you to see the detailed view (including all set up, reserved time, services requested information) or summary view. You also have the ability to email this reservation summary out.
  • Send Invitation
    • This allows you to send over the reservation as a calendar invitation to someone else.
  • Add to My Calendar
    • This allows you to send over the reservation to your own calendar.
Note

When you make any changes to a booking that affect the time or date, even if the booking has previously been confirmed, it automatically forces the booking back to "Web Request" status.

Further down, you will see the following for each Booking in the reservation under the "Current" tab:

  • Date of Booking
  • Start and End Time of Booking
  • Room Location of Booking
  • Attendance
  • Setup Type Requested
  • Status

Beneath the "Current" tab, you will see "Cancel Bookings" and "Booking Tools." Cancel Bookings allows you to mass cancel multiple bookings in a reservation. Booking tools allows you to modify the date or time of multiple bookings in a single reservation at once.

If you click the pen icon on the side of each booking, you can make changes to the booking times, date, and location. Remember the note above about the change in status when an event time, date, or location is updated.

You can also click the red circle located next to each booking to cancel it if needed to cancel individual bookings in a reservation.

If the booking does not have any of these icons next to it, then it means it is too close to its date to be edited on line. You will need to call Event Scheduling for assistance.

Under the "Past" tab, you can see previous Bookings in the reservation that have already occurred.