Student Access to EMS for space scheduling

3 Replies

Student Access to EMS for space scheduling

Posted by Deb Miner on Mar 1, 2019 10:17 am

Hello Everyone,

Our university is in the process of moving to the EMS scheduling system.  We are utilizing it across both academic and event spaces.  We are currently working on how to set up student access to EMS so that student organizations can request/schedule meeting and event spaces. Has anyone done this using both EMS and Banner?  Would appreciate insights on how others have provided this access.

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Student Access to EMS for space scheduling

Posted by Jon Burk on Mar 1, 2019 11:00 am

Hi Deb, we have the EMS Web App set up and configured for students to make reservations online. It’s pretty configurable as to allowing/not allowing certain spaces to be configured, different “rules” with how far in advance they can request, etc. All they need is an account, which you can create manually, let users create their own, or in our case it’s tied into our campus authentication system so as long as they have a valid email address, they can log in and request a space.


The Banner portion of it should be a non-issue, assuming you have a 2-way sync between EMS and Banner. Anything that gets entered in EMS should carry over to Banner. I would contact your EMS consultant to get a demo



Jon Burk, Director
Union & Conference Services
Baldwin Wallace University
p: 440.826.8103 | f: 440.826.6940 | e:


Re: Student Access to EMS for space scheduling

Posted by Chance Haugen on Mar 2, 2019 8:51 am

Here at West Texas A&M, we also use the webapp. The rest of the A&M system using the webapp and has Banner. We do not use Banner. However, it shouldn’t be a problem. I’m pretty sure you’ll need the HRToolkit but your EMS Rep will be able to help Your through the demo and configuration. It takes some work up front but afterwards, it will be worth it. 

Chance Haugen

Re: Student Access to EMS for space scheduling

Posted by Kyle Fayan on Mar 27, 2019 12:34 pm

When I was at Fitchburg State we used EMS Web App with many rules allowing student groups to book any generic (non-lab) classroom or event space across campus. These spaces were all set as "request". There were also a number of spaces (small 8-person pre-set conference rooms, some with built-in AV) in the campus center when student groups could "reserve" and didn't need any lead time, understanding that the space was as-is.

Our setup synced with Banner for all academic courses booked via the registrar or graduate offices. These syncs occurred as needed per their offices and would automatically bump any reservations in the space during the sync. We did not, however, have it sync for users to log-in. Our Events Management Office wanted to "train" each user on how to use the Web App, before approving their account - particularly the editing and canceling features, which are a little more difficult to find.

The biggest problem I had (and we were using a very old version of the Web App, so this may have changed) is that we weren't able to ask some of the questions we wanted to evaluate the incoming requests from the start. We had student employees contact the student groups to get details (food/beverages, off-campus guests, guest speaker, etc) after the initial request, which was sometimes difficult to do.