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The Mountainlair

Reservation Software

Reservation Software

Accruent EMS

The MSU utilizes Accruent EMS© for managing and coordinating all events at the facility. This software is integral for organizing and managing space in the MSU in real-time. For most use cases, the software enables approved internal groups to have consistent access to make, manage, and coordinate reservations in the MSU.

The following outlines the procedures for using the EMS Web App.

Know the Lingo

Reservation: Represents the overall event. The "Who" and What." Example: New Student Orientation.

Booking: Specifies the time and location of a specific event. A reservation can contain one or many bookings. The "Where" and "When." Example: Commuter Student Breakout Session in the Gluck Theatre.

Services: The services tab is used to prepare the room in your booking. Use this tab to add AV technology and other furnishings.

Status: Indicates the state of a given reservation or booking. 

Statuses

  • Confirmed: Event is confirmed but may be pending minor details.
  • In Progress: Event is approved but pending major details.
  • *Wait-list: Requested space is unavailable, but the request is not denied.
  • Canceled: The event was canceled and no longer holds space.
  • Denied: The request was denied. Reasons are listed in the denial.
  • Pending SEL: The request is pending approval from the department of Student Engagement and Leadership

* Events are wait-listed if a scheduling error occurs and no other immediate accommodations can be arranged. If this occurs, the MRO will contact the group to update their bookings.

Logging into the Web App

WVU Faculty, Staff, and Students can access the web app through single sign-on. Those with WVU log-ins should not create an account on the web app, as this may lock your access through single sign-on. 

Reservation System Log In

Process Templates

Process templates are used to divide reservable space into different groups with distinct booking rules. 

After group type, templates are separated by space type.

  • Meeting Rooms Space Request: The majority of meeting rooms fall under this category.
  • Tabling Space Request: This includes Lobby Spaces and Outdoor Front Spaces.
  • Gluck Theatre Request: Requests for this space require five (5) business days of notice.
  • Ballroom Request: Requests for this space require ten (10) business days of notice.
  • Rear Plaza Request: This includes all areas on the Rear Plaza.

Searching for Space

When searching for space while using the template, there are three ways to find compatible space.

  1. If you do not have a specific space in mind, or if you are just looking for availability, enter the desired date and time and click the first search button.
  2. If you have a specific setup in mind, enter the date and time, then open the drop-down “Let Me Search For A Room” below the search button. Add any setup types, preferred features, and/or the number of attendees to filter your results. Then click search.
  3. If you have a specific room in mind, enter the date and time, then open the drop-down “I Know What Room I Want” and type in the name of the room.

If you do not want to book a space but want to view availability, use the “Browse Locations” in the left sidebar to see the booked spaces on any given day.

Adding Services

When creating a reservation, select the step “2 Services” to add optional services such as A/V equipment, additional furnishings, and more. It is recommended to review the service options each time you make a request, as services and resources may be unavailable on a specific day due to inventory. If a resource or service is not available in the web app, complete the request without the resource, and contact the MRO for assistance.

Managing Bookings and Reservations

When utilizing the web app, users can view events they have requested, the event's statuses, and other relevant information under the “My Events” page in the left sidebar. This can be used to make changes to the reservation details, make changes to booking details, add services, and cancel reservations and bookings.

Note: Using the web app to cancel the reservation will also cancel all bookings under that reservation.