Creating an Event
Points of Contact (POCs) for spaces in Reserve Tufts have the ability to create events through the Web Client (Note: Must be accessed via the Tufts VPN if you are not using a secure on-campus internet connection). This process can be started from the Book or the Wizard.
The Book is a good place to start if you already have a building/room in mind for your event.
1. Click Book in the top toolbar.
2. Select a Building, Area, or View.
3. Specify a Date to view.
4. Find a room that is available for your event.
5. In the row for the available room, use your mouse to click and drag the block of time required for your event.
6. The Wizard window will open.
7. The date/time of your booking should already be filled in based on what you clicked and dragged in the book. However, if you need to change the date and time you can do that here.
If you wish to set up a recurring event, see the section on Recurring Events.
8. Status – Select Confirmed (or Academic Confirmed, if appropriate).
9. Setup/Teardown – If your event will require extra time to be set up or broken down, indicate the time that will be needed here.
10. Click Next. A window will open where you can enter more details about the event.
11. Event Name – Provide a short, descriptive title for the event.
12. Event Type – Use the dropdown menu to specify the type of event.
13. Source (optional) – Use the dropdown menu to specify how the request originated.
14. Group/Contacts – Use this area to specify who the event belongs to - either yourself or someone else that you are scheduling for.
- Group – Specify the group within Tufts University that the person belongs to.
- 1st Contact, Phone, Email Address – Provide contact information.
15. Click the Room Setup tab.
- Setup Type – Use the dropdown menu to select from one of the available options.
- Setup Count – Provide the number of attendees for the event.
16. Click the Virtual tab.
- Web User – Search for an Everyday User to associate the event with.
- Everyday User Process Template – Choose from one of the available templates that is listed for that user.
17. Click the User Defined Fields tab.
18. For any field that you need to edit, select the field and click Set Value.
19. Specify the value (e.g. Yes or No).
20. Click OK.
21. Click Finish.
The event will be scheduled and an Event Details window will appear.
1. Click Wizard in the top toolbar.
2. In the Calendar tab, select a date.
If you wish to set up a recurring event, see the section on Recurring Events.
3. Specify a Start and End time.
4. Building – Use the dropdown menu to select the building in which you would like to search for available spaces.
5. Room Specifications – If your event requires a specific room type, floor, setup type, or setup count (capacity), indicate that here.
6. Status – Select Confirmed (or Academic Confirmed, if appropriate).
7. Setup/Teardown – If your event will require extra time to be set up or broken down, indicate the time that will be needed here.
8. Click Next. A window with available rooms will appear.
9. Use the arrow keys to select a room for your event by moving them to the right-hand column.
10. Click Next. A window will load where you can enter more event details.
11. Event Name – Provide a short, descriptive title for the event.
12. Event Type – Use the dropdown menu to specify the type of event.
13. Source (optional) – Use the dropdown menu to specify how the event originated.
14. Group/Contacts – Use this area to specify who the event belongs to (either yourself or someone else that you are scheduling for).
- Group – Specify the group within Tufts University that the person belongs to.
- 1st Contact, Phone, Email Address – Provide contact information.
15. Click the Room Setup tab.
- Setup Type - Use the dropdown menu to select from one of the available options.
- Setup Count - Provide the number of attendees for the event.
16. Click the Virtual tab.
- Web User - Search for an Everyday User to associate the event with.
- Everyday User Process Template – Choose from one of the available templates that is listed for that user.
17. Click the User Defined Fields tab.
18. For any field that you need to edit, select the field and click Set Value.
19. Specify the value (e.g. Yes or No).
20. Click OK.
21. Click Finish.
The event will be scheduled and an Event Details window will appear.
The best tool to set up a recurring event is the Wizard, as it gives you the flexibility to book multiple different spaces for the event.
1. Click Wizard in the top toolbar. The Wizard window will open.
2. To select dates for your recurring meeting, you can:
- Click on dates in the calendar. Each date that you click on will be added to your Selected Dates list.
- Click the Date Pattern button. Specify the pattern of your regularly occurring event. Click OK.
3. Specify a Start and End time for your event. (If the event will need to occur at different times on each day, you will have to change that later. For information on changing the date/time of an event, see the page on Editing an Event.)
4. Building – Use the dropdown menu to select the building in which you would like to search for available spaces.
5. Room Specifications – If your event requires a specific room type, floor, setup type, or setup count (capacity), indicate that here.
6. Status – Select Confirmed (or Academic Confirmed, if appropriate).
7. Setup/Teardown – If your event will require extra time to be set up or broken down, indicate the time that will be needed here.
8. Click Next. A page will load with available rooms.
9. Use the arrow keys to select rooms by moving them to the right-hand column.
10. Click Next. A window will appear where you can enter event details.
11. Event Name – Provide a short, descriptive title for the event.
12. Event Type – Use the dropdown menu to specify the type of event.
13. Source (optional) – Use the dropdown menu to specify how the event originated.
14. Group/Contacts – Use this area to specify who the event belongs to (either yourself or someone else that you are scheduling for).
- Group – Specify the group within Tufts University that the person belongs to.
- 1st Contact, Phone, Email Address – Provide contact information.
15. Click the Room Setup tab.
- Setup Type - Use the dropdown menu to select from one of the available options.
- Setup Count - Provide the number of attendees for the event.
16. Click the Virtual tab.
- Web User - Search for an Everyday User to associate the event with.
- Everyday User Process Template – Choose from one of the available templates that is listed for that user.
17. Click the User Defined Fields tab.
18. For any field that you need to edit, select the field and click Set Value.
19. Specify the value (e.g. Yes or No).
20. Click OK.
21. Click Finish.
Once the event is successfully created, an Event Details window will appear. Notice that because this is a recurring event, there is more than one booking listed.
