25Live: Reserve a Workspace Using Express Scheduling

Overview

25Live Express Scheduling allows authorized users to quickly reserve available offices, cubicles, and meeting rooms for a specific date and time.

This article provides instructions for creating a workspace reservation, reviewing and printing the reservation confirmation, and canceling a reservation when it is no longer needed.

Key Information

  • You must have your own 25Live account to use Express Scheduling. Generic or shared accounts, such as a group account, should not be used.
  • Your 25Live account must have Express Scheduling permissions.
  • Express Scheduling only displays offices, cubicles, and meeting rooms that are available for the date and time entered.
  • Room listings include the room type and maximum capacity.
  • You can filter available locations by campus using the campus prefixes listed in the instructions below.
  • Review your reservation carefully before saving.
  • If you need to make changes to an existing reservation, cancel the current reservation and create a new reservation with the correct information.
  • It is recommended that you keep a record of your event reference number in case you need to locate or cancel the reservation later.
💡 Tip: Express Scheduling only displays locations that are available for the date and time you enter. Enter your desired date and time first, then use the Express Locations list to see the available workspaces.

Prerequisites

Before you begin, ensure you have:

  • Your personal 25Live account
  • Express Scheduling permissions
  • The date and time you want to reserve
  • The name you want to use for the reservation

Instructions

Reserve a Workspace

  1. Click 25Live from MyCampus Apps.
  2. Locate Express Scheduling.
  3. Select the Date, StartTime, and End Time.
  4. Enter your name in the Event Name field.

     
  5. Click Search spaces.
  6. Review the available locations.
    • Only spaces available during the selected date and time will appear.
  7. Review the room type and maximum capacity listed for each location.
  8. To filter locations by campus, enter the appropriate campus prefix in the search bar:
    • ASHL
    • NRMN
    • RICE
    • SHLK
    • SUPR
  9. Select the room you want to reserve.
💡 Tip: Frequently use the same workspace? Click the star next to the location to add it to your favorites for easier access in the future.
  1. Review your reservation information.
  2. Click Save.

     

Search My Reservations

  1. Click 25Live from MyCampus Apps.
  2. Under Quick Search, click Search Events.
  3. Enter the event reference number or your name.
  4. Press Enter.

     
  5. Your search results should include current, past, and cancelled reservations.

     

Print or Save the Reservation Confirmation

  1. Open the reservation you want to print.
  2. Click More Actions.

     
  3. Click Print Report.
  4. Click Event Confirmation (Detailed) 
  5. Select PDF.
  6. The PDF will download and automatically open.  You can then print the PDF.
📝 Note: You will also receive an email with a PDF attachment after you save your reservation

Cancel a Reservation

  1. Open the reservation you want to Cancel.
  2. Click the Status dropdown.
  3. Select Cancelled.

     
  4. Click YES.
⚠️ Important: If you need to make changes to an existing reservation, cancel the current reservation and create a new reservation with the correct information.

Troubleshooting

I do not see Express Scheduling

Try the following:

  • Verify that you're signed in with your individual 25Live account.
  • Verify that your account has permission to use Express Scheduling.
  • If you recently received access to 25Live, sign out and sign back in.

The workspace I want is not listed

Try the following:

  • Verify that you've entered the correct date and time.
  • Select the Express Locations dropdown again to refresh the available locations.
  • Search for the location using the appropriate campus prefix.
  • Try a different date or time to determine whether the workspace is unavailable during your selected time.

I cannot find my reservation

Try the following:

  • Search for the reservation using the event reference number.
  • If you don't have the event reference number, search using your name.
  • Verify that you're searching for the correct event.

I need to cancel my reservation but don't have the event reference number

Try the following:

  • Enter your name in the Events search bar.
  • Review the search results for your reservation.
  • Select the event to open it.
  • Change the status to Cancelled.

I need to change information on my reservation

Try the following:

  • Cancel the existing reservation.
  • Create a new reservation with the correct information.
  • Review the new reservation before saving.

Need Additional Assistance?

If you're unable to reserve or cancel a workspace after following the steps and troubleshooting guidance above, submit a Service Desk ticket.

Include the workspace location, date and time of the reservation, your event reference number if available, and any error messages or screenshots, if available, so the Service Desk can assist you as quickly as possible.

 
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