Submitting a Room Request in 25Live

Sarah Bailey
25 steps
4 minutes

Collegenet

Navigate to [https://25live.collegenet.com/pro/jhu#!/home/dash](https://25live.collegenet.com/pro/jhu#!/home/dash)

There are two ways to access the form to submit a reservation request. In the top-right corner of your window you will see an "Event Form" link. Clicking this will take you directly to the request form. However, it is usually easier to begin your request by first searching for your location, reviewing the rooms current availability, and selecting the time you would like to reserve from there. Not only does this make it easier to be sure the time you are requesting is available, but it will even pre-fill some fields of the form for you, such as the Location and Time fields.

**If you know the location of the room** you would like to schedule in, you can **search for it by name**. Omit words such as "Hall" or "Building", as in Clark Hall or Wyman Park Building. They may not be part of the building name in 25 Live, and the search will not always yield partial matches. If you know the room number, you may include that, but if the search yields no results, reduce the specificity of your search. Alternately, if you have the room in your **starred locations**, you can click on the name from there.

Upon navigating to the room, view the calendar to check whether the time you want is available. Once you have a time, hover over the appropriate cell and choose the edit icon. This will take you to the Event Form. (See the [Find the Availability of a Room](https://scribehow.com/shared/Find_the_Availability_of_a_Room_in_25Live__sQx4qDRLRJ6WuvhWwnJPEw) guide to learn more about using the various calendar views.)

Note that there are a lot of fields, but not all of them will be required. Whether a field is required will be indicated beside the name. (If you miss a required field, you will be prompted to fill it in before saving.)

Enter the name of your event.

The next required field is "Event Type". Note that you can star meeting types that you use frequently and they will appear at the top of the dropdown.

The next required field is "Primary Organization". You can also star your frequently used organizations.

Fill in your expected headcount. The value must be at least 1 and cannot exeed the established room capacity. If you enter a value greater than the room capacity, you will be prompted to change it when you go to save.

This section should be filled out based on the time that you selected on the calendar. However, you may need to edit the duration. The Additional Time dropdown allows you to include time in your reservation before and/or after to allow for setup and breakdown, if necessary.

If your event will be recurring, there are two ways to create the entries. You can select the "Repeating Pattern" button, which will open a Pattern Picker (next slide). By default "Ad hoc" is selected. With Ad hoc, you can use the mini-calendar to select specific dates.

But if you prefer to set your recurrence based on a consistent interval, you can choose "Daily", "Weekly", or "Monthly".

In this example, I have chose to repeat weekly, and will set the "Ends after" dropdown to "3".

Once you have selected your days or set your recurrence pattern, click "Manage Occurrences" to review your entries.

From here you can also modify any events that will deviate from the pattern, such as if your event needs to start at a different time for one week.

If you have navigated to the form by choosing a time from a calendar, your Location should autofill. But check to make sure it is correct. Alternately, for large events you can add additional locations.

If you are requesting this meeting on behalf of another party, you can enter that in the "Event Contact Roles" section. By default, it will autofill as you.

In this section, though it is not "Required", it is recommended that you provide additional information so that the approver understands the nature of your request.

Read the Reservation Policies and Guidelines, and click the "I agree" checkbox to indicate your consent.

Click "Save". It is **essential** that you click this before navigating to another page, or your request will not be submitted.

Upon saving, you will see an overview of your request.

Note that your the status of your event is "Tentative". This is because your request has not been reviewed. An admin will review your request and either approve or deny it and you will receive a notification. **Note that submitting a request does not guarantee that you have reserved the room.**

To see all of your reservations and their statuses, return to the home page by clicking the "25Live" button at the top-right of your window.

Under the "Upcoming Events" section, you will see the number of events you have requested, and which have been requested on your behalf.

Clicking the number of events will show you all events for which you are the Requestor or the Scheduler, respectively. Note that the event we have just created has a status of "Tentative". **Once your receive the notification that your room request has been confirmed, your reservation is complete.** And you will see the status as "Confirmed".

Submitting a Room Request in 25Live

Sarah Bailey
25 steps
4 minutes