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25Live - Room Reservations & Events FAQ


25Live is a web-based room scheduling system used to reserve special events in conference rooms, auditoriums, public spaces, and continuing education spaces. Special events in credit classrooms or computer labs are viewable in 25Live while credit classes will be added at a later date.  25Live will also be used to publish college calendars for public display of events and announcements.

How do I request a room reservation and/or resources( Facilities, ETS, Publicity, etc.) for an upcoming event I am sponsoring?Exclaimation

How do I access 25Live?

Can I use any browser with 25Live?

My environment is acting strange? What can I do?

What do I do if I don't know all the information about an event needed to fill out a complete 25Live reservation?

How do I communicate Big Event requests for Resources and let my Requestor know about the Event details that I have created in 25Live once it is complete?

What do I do if I want a Academic classroom or computer lab reserved?

What if I need to reserve the space for longer than the event start and end time for setup and clean-up?

What do I do if I need a time, date, or room changed to my existing reservation or if I need the event canceled or deleted?

What do I do if my Event that I just created is not showing up on the 25Live calendar?

What are all these icons next to the Rooms when I create an event?

I'm not receiving emails from 25 Live but others are getting the ones I send?

How do my events get on the Published College Calendars?  Calendar

25 Live Forms and Training Documentation Helps  25 Live Additional Helps

25 Live Glossary of Terms


How do I request a room reservation and/or resources( Facilities, ETS, Publicity, etc.) for an upcoming event I am sponsoring?

Each department or division of the college has one or more schedulers as in the old SIS system. Please go to your department secretary and they can complete a reservation for you in 25Live. 25Live should be your first step in planning an event before any publicity is created, etc. 25Live is a one stop application to reserve a room, as well as, request publicity, facilities, media, and security resources for your event. Please use the following 25 Live Event Scheduling Planning Form as a tool to help gather the information necessary for schedulers inputting your event into 25Live.

How do I access 25Live?

You can access 25Live from the link on the "Employees"  tab in myPellissppi.

Can I use any browser with 25Live?

You can use any browser however 25Live performs best in Firefox or Chrome.  Some functionality may be lost in IE.

My environment is acting strange? What can I do?

CollegeNet will at times apply updates to our environment in order to apply fixes and improve performances. Afterwards or after you have used 25 Live over several instances it is good practice to clear your cache and cookies from your browser.

Firefox IconFirefox: Go to Tools (menubar) > Options> Privacy tab> Clear Recent History (blue link 2/3 the way down on the popup box) > Time Range - "Everything" > Details - Check Cookies & Cache > Clear Now

FirefoxClearHistFirefox - Clear Cache\Cookies

 

Chrom IconChrome: Go to the Setting bars (top right) > Tools > Clear Browsing Data > Time Range - "Beginning of Time "  Details - Check Cookies and Cache > "Clear Browsing Data"

 Chrome - Clear Cache\Cookies

What do I do if I don't know all the information about an event needed to fill out a complete 25Live reservation?

Please direct event requestors to the 25 Live Event Scheduling Planning Form that they can complete, save to .pdf file, and submit via email to yourself that will provide all the information that 25Live requires.  They are also welcome to print or fill out a hard copy of the form and then submit manually.

How do I communicate Big Event requests for Resources and let my Requestor know about the Event details that I have created in 25Live once it is complete?

It is very important to communicate Event details with Events are complex or have Resources request.  It is good practice to send an email from within 25Live at the completion of a reservation.  In this email you can free form any message in the Message Body.  Be sure to attach either a Event Confirmation Report (Detail) or (Academic) to your email.  Also, be sure to check the box of Requestor  and Any One with Assigned Tasks (If you requested Resources).  This will alert all involved of your requests. 

What do I do if I want a Academic classroom or computer lab reserved?

You may request one of these rooms by having an event scheduler create your event in 25Live.  The scheduler can visible see all the academic classrooms\labs and their availability in 25LIve.  Once a room is selected it will not appear attached immediately on saving the event but will be attached to the event as soon as it is approved by Instructional Programs or the ITSC depending on the type of room requested.

What if I need to reserve the space for longer than the event start and end time for setup and clean-up?

Please enter the events Actual  Start and End times in these fields.  Use the Pre-Event\Setup duration? and Post-Event\Teardown?  link to enter any addition reservation time for the space selected.

What do I do if I need a time, date, or room changed to my existing reservation or if I need the event canceled or deleted?

Deleting

Please use the "Feedback" link at the bottom of each 25Live page and send a message to the 25Live Listserv outlining the changes needed if deleting an event. Please be sure to include the Event Title and original date\time. Please DO NOT enter a duplicate of the event without alerting the 25Live Listserv to delete the incorrect reservation.

Canceling

When an event is canceled, don't use the canceled option but rather assign the event to the room location “Canceled”  (sharing this  location is always a good idea for “canceled” as well).  This will provide for a better appearance on the published calendars and avoid all those lines that 25Live draws through the event.  The only time this needs to be done is when someone or security may come looking for the event and we would need to alert them that it has been canceled etc.  Otherwise, if the event is just an oops or something not published to the calendars we can just delete it as long as no one will be hunting for it later.  If this is the case,  just hit the Feedback link at the bottom of any 25Live screen and email us the event title or reference number and we will be glad to delete.  Or, if you have created the event as an Adhoc event with multiple dates as is best practice, you only have to Delete the particular date with the “X” to the right of the date desired.

Edit - Date\Time\Room

You have complete access to edit your date\time and rooms to your event.  Just click edit this event after choosing the event to view details.

What do I do if my Event that I just created is not showing up on the 25Live calendar?

Make sure you frequently use the refresh buttons from within 25Live and not the browser refresh. 

Refresh 25Live

What are all these icons next to the Rooms when I create an event?

Always verify your room is available by looking at the icons that appear while choosing.  Some rooms like BCS rooms will not show attached to your event until BCS has approved those though you can request them.  Other rooms like common areas, such as conference rooms. SHOULD show attached if the room does not have a conflict. These icons will let you know of any conflicts.  At the conclusion of a event reservation always double check to make sure your room is visible and no conflicts exist.

 R25 Room Icons

I'm not receiving emails from 25 Live but others are getting the ones I send?

Check you Junkmail folder and then also check to be sure your Outlook Account is not set to Cache Exchange mode.

To do this:

  • Office 2010 (File> Account Settings> Select your mailbox account> Change> Uncheck "Cache Exchange" > OK)
  • Office 2007(Tools>Account Settings>Select your mailbox account> Change> Uncheck "Cache Exchange" > OK)

Additional 25Live Helps:

Scheduler User Guide

New Features - Web Hosted Environment (v23)

New Features - Web Hosted Environment (v22)

Resource Providers User Guide

25 Live Event Scheduling Planning Form