How to Make an SMPH Reservation in EMS

Log in to the EMS online booking system using a NetID or Affiliate email (non-netid)

EMS log in landing page

Select Create a Reservation to reserve or request space and a list of templates, some campus and some SMPH will load up.

Reserve or request a space landing page image

SMPH assigns a standard grouping of templates based on your SMPH status (employee, student or departmental only)

The list of templates assigned to you will have SMPH – before the spaces you have access to.  These typically include HSLC, CSC, WIMR and MFCB, among others.  Dates for how far out you can book are based on template type which is based on priorities for SMPH for courses and education.  The About Button will have these dates listed.

SMPH Reservation templates image

To view information about the template, click the About button.

About Button on SMPH template.

To request or reserve space, click the Book Now button.

Book now button on template image

To book one reservation for one day with one or a few rooms, add the information of the Date*, Start time, and End time.

Note regarding locked doors – in HSLC after hours and on the weekends, most locks are controlled by an online locking system fed from your reservation.  If you want your doors unlocked by a certain time, you need to make sure your start time is when you want the doors unlocked, not your event start time.

To book one reservation with Multi Bookings in a Series over time with recurring meetings (weekly or monthly) click here for instructions on building a series reservation.

Create a reservation landing page image

Double check you are on the correct template under Location

fill in the empty fields to create a reservation image

Click Search

click search button image for creating a reservation in EMS

The next section is a booking calendar with available spaces during the date and times you entered. The yellow highlighted spaces are available on the example search below.

image of available space for booking a reservation in EMS

Click the room name to view room features, images, and resources. A pop up window will display Room Details, Features, Images and Availability

image of tabs on the rooms features pageimage of a tab of images on the rooms resources tabs page in EMS

Rooms available for booking in your requested date and time search will have a green circle with a white cross in it.  To book the space, click the green circle with the white plus sign next to the room you would like to book.

A pop up window will ask you for the attendance and may fill with pre-loaded room type. Fill the attendance expected in and click Add Room button.

Click as many rooms by clicking the green circle and the white plus sign as are available and that you want during your requested date and times search.

image of EMS pop up window when a room is selected.

The next window will display the room or rooms selected. See the yellow circle for one room chosen. Notice the booking grid no longer has that space as an option to book as the green circle with the white cross is missing.

Image of added room to a reservation in process

If you would like to add another room to the same reservation, repeat this process.  Below you can see two rooms circled in yellow are booked under one reservation. You can also change the dates and times for a second booking and so on.

Image of a second booking on one reservation.

When you have all the rooms booked on one reservation, click Create Reservation.

There are FIVE (5) fields to be filled in to create your request.

1.) Title

2.) Type of Event

3.) Group* Select your SMPH group using the drop down arrow

4.) 1st Contact – Select your name from the list of members of your group.

(If your group or contact information is missing or wrong, contact Room Reservations so we can update your account)

5.) Click Create Reservation

Image of fields required to be filled in to book the reservation.

A window will pop up confirming that the reservation was created will appear and then the option to Add to my Calendar.

If you add to my calendar, the whole series will download into Outlook and populate the Outlook appointments into the calendar with the location listed in the location line.

Once downloaded into the calendar, you can add invitees to it and add web meeting and send it out.  The recipient needs to accept the invitation per usual in Outlook.

If you cancel the reservation in the online system, it does not cancel the Outlook appointment.  You would need to cancel in both places.

image of pop up window once reservation has been created.

The view your created reservation, click My Events

image of My Events link to view or edit your reservations

The list of the reservations you have made through the system are listed here.  View the Status (right hand column) to see if this reservation has been confirmed or is still Tentative, Pending or Wait Listed or some other status.

Image of reservations created in the user's account

To view events cancelled in your account, click the check box include cancelled reservations.

To view the details of your reservations, both multiple series reservations and single bookings, click the title to open the reservation to see all the details of the reservation.

Image of title of reservation in My Events

To view your online confirmation, click View Reservation Summary

Image of view my confirmation online using View reservation summary

You can email this reservation summary from this page.  See the circle in yellow for the tool to email this confirmation from the online system.

Image of view reservation summary


To Cancel a whole Reservation with all the bookings, click X Cancel Reservation (circled in yellow)

To Cancel One Booking in a larger series reservation, click the circle with the white minus sign under the word Remove

A pop up will ask for the reason for the cancellation. Click Yes, Cancel Booking

If you cancel a booking in a series, you will notice your online confirmation in the View Reservation Summary will also no longer have the cancellation listed.


To Edit the Overall Reservation or to edit an single booking in a series, click Edit Reservation with the pencil icon underneath the title or to Edit the Individual Booking in a series using the pencil icon under the word Edit.

image of edit my reservation tool.

Click Booking Tools for a larger set of tools including a group date change feature and a group time change feature


A confirmation will be emailed to the email address associated with this SMPH account.

Image of view reservation email summary