Viewing A Location's Availability

25Live provides multiple mays for you to view what is scheduled in a specific space or group of spaces. This guide will walk through how to see what is happening in a space so that you can see if there is availability to plan your event in that space.

Event Planning
37 steps
5 minutes

Collegenet

Navigate to 25Live via your MySCU Portal tile and go to your dashboard.

There are multiple ways to search for a location in 25Live. You can enter the name of the room, building, or outdoor space in the Quick Search "Locations" box.

Or you can click "Go to Search" where you'll be able to set the criteria for your search.

If you went through the "Go To Search" box, set your selected search object to "Locations" using the drop-down menu.

**25Live's robust search capabilities allow you to fine-tune your search parameters in a variety of ways.** If you're looking for a space with certain attributes, you can apply a range of search filters, either alone or in tandem with other filters.

By clicking on **Categories**, you can filter for the type of space you are looking for. Check the box next to any of the location types that you'd like to include in your search, then click "Done" in the bottom right corner.

By clicking on **Features**, you can filter for the amenities that are included in the space you are looking for. Check the box next to any of the location features that you'd like to include in your search, then click "Done" in the bottom right corner.

By clicking on **Layouts**, you can filter for the space configuration you are looking for. Check the box next to any of the furniture configuration options that you'd like to include in your search, then click "Done" in the bottom right corner.

By clicking on **Buildings**, you can filter for specific buildings across campus. Check the box next to any of the buildings that you'd like to include in your search, then click "Done" in the bottom right corner.

**Alternatively**, if you know the name of the location that you are looking for, you can simply type it into the Quick Search text box and click "Search".

**Pro Tip:** If there are locations that you use frequently for your events, you can add them to your list of "favorites" by highlighting the star next to their name. Your favorite locations will be shown at the top of any list of search results that they feature in.

**Once you have selected the space(s) you want to view, there are 3 key ways to view what is scheduled in a space on campus:** - **Calendar view** - **Availability view** - **Availability Weekly view**

Click on "Calendar" to see the calendar view of activities scheduled in the space.

Here you will see basic information about the events happening in the space in a specific week.

You can navigate through the calendar by date using the forward and backward arrows next to the date range OR clicking on the date range will open a calendar pop-up for you to navigate to your dates of interest.

You can also select the number of weeks of the calendar you can see. **Pro Tip**: You can customize this setting for the number of weeks shown in your User Settings, under the "Display" tab. The "Calendar Default Weeks" setting will allow you to set your preferred number of weeks to 1 - 16 weeks. A step-by-step [guide](https://scribehow.com/viewer/Updating_User_Settings_in_25Live__77A8_rNmSWSi6I0HBvnmzw?referrer=documents) for customizing this and other personal user settings is available on the 25Live webpage.

There are a few other options that you can select regarding what you see in the Calendar view: - **Show Blackouts** - will show if the space is blacked out for certain dates/times. - **Display Additional Time** - will show if there is additional setup or teardown time reserved in this space outside of the event hours themselves. - **Related Locations** - will show availability for any associated locations that are tied to this space in the 25Live reservation system. We recommend that you check all 3 boxes in order to get a full view of availabililty within the space.

Click on "Availability" to see a daily view of activities scheduled in the space.

As with the "Calendar" view, you can modify the date you are viewing using the forward and backward arrows or the calendar pop-up.

You can also adjust the timeframe of availability that you are viewing within a 24 hour window. For example, if you only want to see what is happening in the location in the evenings, you can adjust these sliders to show 5PM through 11PM. **Pro Tip**: These settings can also be customized in your personal User Settings. From the "Display" tab, look for "Availability View Display Hours".

We recommend that you click the "Include Requested" box when viewing an availability grid. If an event has already been requested for a certain date and time, you will see a green and grey striped event listing on the grid. It is SCU policy to assign spaces based upon the order in which they were requested.

**BONUS**: If a pencil icon appears on your availability grid, you can drag that icon over the time you'd like to request an event in that space and a 25Live Event Form will open that has pre-populated that time and location request information.

Click on "Availability Weekly" to see a weekly view of activities scheduled in the space.

As with the other 2 views, you can modify the dates you are viewing using the forward and backward arrows or the calendar pop-up.

You can also specify the number of weeks that you would like to view.

As needed, adjust the hours of activity that you would like to view.

If desired, you can save and name these search results to add them to your "Saved Searches".

You can also export the search results for use outside of the 25Live platform.

To clear the search parameters, click "Reset"

Availability can also be viewed for a GROUP of locations in 25Live. Select the building that you would like to view in the "Quick Search" text box and click "Search".

In "List" view, you will see a list of all of the spaces in the building.

The "Calendar" view will show basic event information for the events happening in ALL rooms in the building in a certain week. As an example, below you will see events scheduled for Alameda 101, 103, and 105.

The "Availability" view shows the events scheduled in multiple spaces on a given day. The different spaces are listed along the left side of the screen. **Pro Tip**: Depending on the size of your screen, you may not be able to see the full name of the rooms. Hit "CTRL -" to make the text on your screen smaller until you can see the full name/number of the space. Hit "CTRL +" to increase the size of the text when you are finished.

Click "Availability Weekly" to see the weekly view of events in the building.

This view will show the events scheduled in EACH room in the building for a specified week. You will have to scroll down through the page to see each space.

Each type of event in 25Live is indicated by a different color pattern. You can see those color pattern definitions by clicking on the "Legend" button.

SCU's 25Live event types are: - Events - approved events. - Related Events - events that are related to others on campus. These typically apply to more complex events such as Commencement, Grand Reunion, or conferences. - Requested Events - events that are awaiting location and/or resource approvals. - Blackout - dates when access to a location are blocked. - Closed - times when the location is inaccessible due to door locking schedules. - SCU Courses - academic courses scheduled through the Office of the Registrar.

25Live puts event information at your fingertips 24/7, providing you with the opportunity to request and manage your events when and where it best fits your schedule. Visit the [25Live website](https://www.scu.edu/epo/25live/) for additional quick guides or to connect with the 25Live support team.

Viewing A Location's Availability

Event Planning
37 steps
5 minutes