Request a Room through EMS

Accruent EMS is classroom booking software that unifies event and conference scheduling, academic class and exam scheduling, campus events and space reservation, faculty meeting bookings and more.

Why we need it

The University found a growing need for more flexible room booking options. Until July 2021, room booking was primarily managed as a series of Google calendars managed by a wide variety of departmental contacts. The Accruent EMS system is the next step in room booking management as our scalable solution to this problem. The Mesa Campus will be the first to adopt this software for room booking. 

A Team Effort

The Mesa Campus Room Booking Committee was formed in June 2020 and includes representatives from each school, as well as Student Affairs and Student Life, ITS, and the Library; the Committee is overseen by Ted Wendel, PhD. Over the past year, the Committee has worked together to create a cohesive room booking policy and recommended EMS as the best solution for our growing room reservation needs. 

The first round of EMS training was a success! Thank you to those of you who were able to make it to one or more training sessions; your enthusiasm is much appreciated!  

• If you couldn't attend one of these trainings, please reach out to Samantha Maley to schedule a one-on-one session.
• Thank you to those of you who attended training on July 22nd! Our next session is planned for August. If you would like a say in the day of the week these sessions are held, please choose a day in the survey box. 

Here is a video of one of the training sessions if you do not have time to attend a one on one session or do not have time to attend a larger informational session.

As of July 15th, 2021 there are two errors currently reported to EMS. **Google calendar integration issues have been reported and are currently being investigated.

1. Time Zone issue
   1. You are unable to make any bookings within one hour of the current time. For example: if it is 1:30pm and you have a last-minute need for a space at 1:45pm, you will not be able to make a reservation request. 
      1. There is a known issue with Arizona being considered as part of the MST time zone. EMS does not recognize that Arizona does not fall forward and backward an hour for Daylight Savings. 
      2. This does not affect your reservation time in any other way; your request will show at the correct time you've chosen in EMS and will be added at the correct time to your Google calendar if you chose to add it through EMS. You just can't book within the hour for any last-minute reservations. 
2. First-time login issue
   1. The first time you log in to EMS and try to reserve a room, you may see an error that states 'There was a problem attempting to complete the action you requested. Please try again at a later time.'
   2. 
      1. To remove this error, please go up to the top right corner where you'll see your name. Click your name and choose to Log Out. Then click Sign In. You should now be able to reserve rooms. 
   3. If you do encounter this error please note the time this occurred, then email Samantha Maley to report it. We need a timestamp on the error to fix it.