Frequently Asked Questions (Outlook Features)
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Does the appointment have to show on my calendar?
In the Add-in, yes but in the Web App, no. On the “Reservation Details” Page where you will state the Event Name, you can uncheck the box to “Add to Calendar/Send Invitations”
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I received an Online Conflict email, what does this mean and how do I resolve this?
This email means your space is not booked. You possibly were in the middle of completing your reservation when someone else booked the place a little quicker or you were moving the date, time or location of a space that isn’t available.
In order to fix this, you must edit the reservation from the point of entry (Web App or Outlook Add-In). It is very important. -
Why does my room say TBD?
TBD room pops up when you change the date/time of a reservation you booked through Outlook that is no longer available. You might see the Outlook TBD Room. Please email urevents@richmond.edu if you have issues.
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I received an email that states there is an Outlook Conflict. What does this mean?
- Outlook Conflict means bookings in your reservation are violating the rules set by the template you were using. This could mean you went past the date the template allows you to book through.
- Requests a booking that violates a booking restriction, then the booking is changed to this status. For example, if an EMS for Outlook user requests a room two years in advance when the process template only allows a booking a year in advance, then the booking is set to the status you specify in this field (such as Rule Violation)
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Are you able to have reoccurrences?
Yes, however the reoccurrences have to have an end point that falls in line with the template/form that is chosen. Also random reoccurrences are not an option similar to how they are not an option in Outlook.
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I do not seem to have the correct access to my department template.
If it seems you need access to a particular template, please email urevents@richmond.edu for assistance.
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Can my office departmental spaces be added to the system? If so will everyone have access to reserve the space?
Yes, your departmental conference rooms can be added to EMS. The system can be configured in multiple ways to allow only one person, a few people, or many people to reserve space. The Events Office would work with your department to determine what would work best for the department. Contact us at urevents@richmond.edu to begin to discuss options.
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How do I gain access to the Add-in?
You can download the plug-in here: if you are a PC user or a MAC user with a VM. Make sure you download and use the plug-in while on VPN or campus network only.
The Outlook enabled templates are also available through the CSS Web App and can be found here.
NOTE: If you get a new computer from IS, you will need to redownload the plug-in. -
Who do I contact for assistance?
Please email urevents@richmond.edu if you have questions or issues.