25Live Space Approvers
 The University of Akron 
Table of Contents
COURSE OVERVIEW ..................................................................................................... 4
PREREQUISITES.......................................................................................................... 4
COURSE TOPICS ......................................................................................................... 4
LESSON 1: SIGN-IN TO 25LIVE ..................................................................................... 5
DISCUSSION ............................................................................................................. 5
25LIVE BROWSER REQUIREMENTS .................................................................................... 6
SIGN-IN TO 25LIVE .................................................................................................... 6
LESSON 2: ‘THE BIG PICTURE’ - 25LIVE’S 7 TABS ............................................................. 8
DISCUSSION ............................................................................................................. 8
25LIVE IN 7 STEPS ..................................................................................................... 9
PERSONALIZE THE WORKSPACE 3 WAYS ........................................................................... 10
BUILT-IN SUPPORT: LEARN HOW-TO PERFORM NEW TASKS ..................................................... 11
GET MORE SUPPORT: CONTACTING THE SUPPORT DESK ........................................................ 14
LESSON 3: CHECK FOR NEW SPACE REQUESTS ................................................................ 16
DISCUSSION ........................................................................................................... 16
DAILY AGENDA: CHECKING FOR SPACE REQUESTS ............................................................... 17
View Tasks from the Home tab ............................................................................ 17
Use the Calendar sub-tab to view Events .............................................................. 19
TASK FILTERING & SORTING OVERVIEW ........................................................................... 21
OVERVIEW AND TASK AGENDA: UNDERSTANDING 25LIVE’S 2 TASK VIEWS ................................. 22
Overview of Tasks ............................................................................................. 22
Tasks Agenda tab .............................................................................................. 22
Email Tasks from within 25Live ........................................................................... 26
LESSON 4: MANAGE SPACES WITH THESE 2 REPORTS ....................................................... 28
DISCUSSION ........................................................................................................... 28
USING PRE-BUILT REPORTS ......................................................................................... 29
CREATE CUSTOM REPORTS FROM AN ADVANCED SEARCH ....................................................... 33
COMBINE ADVANCED SEARCH AND PRE-BUILT REPORTS ........................................................ 39
Exercise: Run a Report from a Saved Search ........................................................ 41
LESSON 5: START AN EVENT IN 2-CLICKS....................................................................... 42
DISCUSSION – BOOK AN EVENT USING THE EVENT CREATION WIZARD ...................................... 42
LESSON 6: USING THE EVENT CREATION AND EDITING TAB ................................................ 46
DISCUSSION ........................................................................................................... 46
SCHEDULE AN EVENT ................................................................................................. 47
Exercise: What’s Next? ....................................................................................... 59
Exercise: Create an Event using the Event Creation tab .......................................... 61
LESSON 7: USING THE EVENTS TAB ............................................................................... 62
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DISCUSSION ........................................................................................................... 62
SEARCH FOR EVENTS ................................................................................................. 63
CREATE A CUSTOM SEARCH ......................................................................................... 66
Exercise: Create a Search and Add it to Favorites .................................................. 67
APPENDIX A: USING THE LOCATIONS TAB ...................................................................... 70
DISCUSSION ........................................................................................................... 70
SEARCH FOR LOCATIONS ............................................................................................. 71
CREATE A CUSTOM SEARCH ......................................................................................... 74
Save a Search with Starred Searches ................................................................... 75
USE PRE-DEFINED SEARCHES ....................................................................................... 76
APPENDIX B: SAMPLE REPORTS ................................................................................... 78
EVENT REPORTS ....................................................................................................... 78
Academic Term Summary ................................................................................... 78
Calendar of Events (3 Day) ................................................................................. 79
Daily Events...................................................................................................... 80
Events Checklist ................................................................................................ 81
Event Confirmation Academic .............................................................................. 82
Event Confirmation Detailed ................................................................................ 83
Event Listing ..................................................................................................... 84
Event Monthly Calendar ...................................................................................... 85
Event Requirements by Date ............................................................................... 86
Event Resources ................................................................................................ 87
Event Services .................................................................................................. 88
Event Space Monthly Calendar ............................................................................ 89
Events by Organization Type ............................................................................... 90
Events with Space Layouts ................................................................................. 91
Invoice ............................................................................................................. 92
Invoice Details-Excel .......................................................................................... 93
Reservations by Date ......................................................................................... 94
LOCATION REPORTS .................................................................................................. 96
Daily Room Sheet .............................................................................................. 96
Event Requirements by Space ............................................................................. 97
Space Activity Date Grid ..................................................................................... 98
Space Activity by Time Graphic ........................................................................... 99
Space Activity by Date/Time Grid ...................................................................... 100
Space Activity term Grid ................................................................................... 101
Space Availability by Meeting Pattern ................................................................. 103
Space Blackout Dates....................................................................................... 104
Space Monthly Calendar ................................................................................... 105
Space Unlock – Lock Times ............................................................................... 106
OTHER REPORTS .................................................................................................... 107
Contact Directory ............................................................................................ 107
Contacts by Organization .................................................................................. 108
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Event Type Distribution by Organization ............................................................. 109
Event Type Distribution by Space ...................................................................... 110
Monthly Summary by Org Type –Excel ............................................................... 111
Monthly Summary by Organization .................................................................... 112
Monthly Summary by Organization .................................................................... 113
Monthly Summary by Space.............................................................................. 114
Organization Distribution by Event Type ............................................................. 115
Organization Distribution by Space .................................................................... 116
Organization Listing ......................................................................................... 117
Organization Type Distribution by Space............................................................. 118
Space Utilization .............................................................................................. 119
Time Spread by Department ............................................................................. 120
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25Live Space Approvers
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Course Overview
Prerequisites
As a software tool, 25Live automates passing business information. Requests for space
are presented as Tasks that require you to click either
or
. It is that
simple. The difficult part, the part you need to bring to this seminar, is a familiarity with
your college or department’s scheduling practices.
Course Topics

Use UA single sign-on to sign-in to 25Live

Understanding the 25Live environment

How-to check for New Space Requests

How to Manage Spaces with just 2 Report Types

Start an event in Just 2-Clicks

Use the Event Creation & Editing tab to Build Any Event Type

Use the Events tab to Research Events
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Lesson 1: Sign-in to 25Live
Discussion
After lesson 1, you will know how-to:

25Live browser requirements

How to sign-in to 25Live
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25Live browser requirements
25Live works with the major browsers. The vendor for 25Live, Collegenet, recommends
Mozilla FireFox or Google Chrome, respectively.
If you need Mozilla’s FireFox browser, go to www.Mozilla.com and download the latest
version.
Sign-in to 25Live
Always login to 25Live before using. Otherwise, appointment data will be lost.
Steps
1. Navigate to: 25live.collegenet.com/uakron
Note the url does not include ‘WWW’.
2. Open a browser and navigate to the address given by your instructor. Click the
link to Sign In to 25Live.
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Steps
3. Enter your UANet ID and password at the Login prompt and click the Login
button.
The University will never ask for your
password. Do not disclose your
UANet password to anyone.
4. We are returned to the 25Live Home tab
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Lesson 2: ‘The Big Picture’ - 25Live’s 7 tabs
Discussion
After lesson 2, you will know how-to:

navigate 25Live tabbed environment

How-to personalize the workspace for text size, online support, and legend
identification

How-to Use the Built-in support

How-to get UA support for 25Live
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25Live in 7 steps
Steps
1. The 25Live work area is tab-based. Except for Home, each tab corresponds to a
25Live task.
2. Hover over the Home tab, read the tool tip, then click the tab to select it. Repeat
for each tab.
3. Navigate to the bottom of the Home tab and verify the current version.
4. Verify the browser recommendations. Use either FireFox or Chrome.
5. Navigate back to the Home tab.
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Personalize the Workspace 3 ways
Steps
1. Locate the Settings Bar at the bottom of the 25Live work area.
2. Use Text Size and increase text size three times. Then, reset the size
3. Locate and toggle Help Tips. The setting turns-on/off tool tips in the 25Live
environment.
4. Use the Feedback link to email the University’s Office of Scheduling.
5. Click the Icon Legend link and read about 25Live Special Cursors.
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Built-in Support: Learn how-to perform new tasks
Steps
1. Locate and click the Help button.
2. Help is online documentation for understanding and using 25Live.
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Steps
3. The Help window can be resized, moved, or opened in a standalone window.



4. Expand the How do I… topic list, then select and read the Search for what I want
topic.
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Steps
5. Select Important Terms from the Help Contents area and read the definitions for
task and view.
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Get More Support: Contacting the Support Desk
Contact the UA Support Desk for additional assistance. You will need to provide your
UANet ID, contact numbers for all parties involved, and a description of the problem.
You should try to have as much information as possible beforehand; examples include
the Event reference number or Event name, the group sponsoring the Event, or the
person who requested the Event.
Contact the Support Desk:
Tel: 6888
Web: http://www.uakron.edu/support-desk/
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Lesson 3: Check for New Space Requests
Discussion
The Home tab offers two 25Live working views, the Dashboard for access to a broad
range of 25Live information and tasks, and the Home Calendar for an event-based
focus in 25Live.
Dashboard
The Home tab Dashboard stores locations to favorite spaces, locations, and resources,
facilitates event
creation, offers
Quick Search
capability for
any event
location or
resource to
which your
credentials have
access, and
affords quick
access to
Events with tasks, Events you Requested, and Events you Scheduled.
Calendar
Use the Home Calendar tab to create an event, get a high-level view of events, or drilldown for detail on a single event.
After lesson 3, you will know how-to:

Quickly check for new space requests from the Home tab and Calendar sub-tab

Manage tasks using sorting and filtering

Manage task using the Tasks Agenda tab or the Overview of Tasks tab

Email tasks outside UA
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Daily Agenda: Checking for Space Requests
View Tasks from the Home tab
Tasks drive 25Live. Any Space request will appear as a Task. Use the Home tab Tasks
pane to review your task agenda.
Tasks can be in the form of To Do, Approval Requests, Approval Notification, Flagged
Tasks, Tasks Assigned By You, and Over Due Tasks. Use the Tasks pane to manage
all of your tasks.
Steps
1. From the Home tab, click the link to view Outstanding Tasks.
Overdue: View tasks due today or within 30 days.
Outstanding: tasks assigned to you and due within the past 30 days or due the
within the next 30 days.
Flagged: views tasks not yet acted upon or, if acted upon, marked as ‘flagged’
by you.
2. The Tasks tab opens and filters the view.
3. For the space, click
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Steps
4. You may also review details first by clicking the Event name.
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Use the Calendar sub-tab to view Events
Use this tab to check on upcoming Events.
Steps
1. From the Home tab, click Calendar.
2. The Calendar sub-tab toolbar can filter a view in many ways, including using
saved searches.
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Steps
3. Adjust for date range.
4. The Calendar displays all events you are scheduling for the period.
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Task Filtering & Sorting Overview
25Live is really about tasks. Space requests appear on your Tasks pane and on the
Home tab, Tasks pane. When you receive requests, Approve or Deny the request per
your department or college’s business practice.
Tasks Overview tab
25Live Task Overview supports 10 sortable columns. Use Overview to filter for tasks
you have Flagged, Assigned by you, or are Outstanding.
There are several types of tasks, To Do, Authorization, and FYI. To see all tasks for an
Event, open the Event and use the Task List tab.
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Overview and Task Agenda: Understanding 25Live’s 2 Task
Views
Overview of Tasks
Use the Choose Which Tasks to View pane to select a subset of tasks.
Overdue: View tasks due today or within 30 days.
Outstanding: your tasks due within the past 30
days or due the within the next 30 days.
Flagged: views tasks not yet acted upon or, if
acted upon, marked as ‘flagged’ by you.
Tasks Agenda tab
Tasks Agenda places tasks on a calendar so you can better prioritize your time. Agenda
only shows your notification tasks.
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Steps
1. Open the Tasks tab, Overview of Tasks sub-tab.
2. Click from the Choose Which Tasks to View.
Ftask agenda
3. Choose a Task to mark as Complete, Approved, or Acknowledged by clicking
the corresponding link in the Actions column.
4. Click the Tasks Agenda tab.
Use the date Navigator to display the range in the example.
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Steps
5. Also, switch to a 60-day display.
6. Use Choose Visible Columns to add or remove display columns.
7. Use the Tasks View toolbar to Expand and display task detail.
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Steps
8. Sort by Column heading.
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Email Tasks from within 25Live
25Live is a self-contained environment that sends, email, but does not receive email.
We may need to email tasks to those who do not have access to 25Live. Examples
include vendors and outside student organizations.
Steps
1. Click the task. Here, we are going to task a vendor for extra vacuum cleaner
bags.
2. The Events tab opens. From the Task List sub-tab toolbar click More Actions…
3. Next, click “To Do” T ask
4. Complete the Task form. The task will appear in your Task view as ‘Assigned
You’.
5. Click Create when ready.
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Lesson 4: Manage Spaces with These 2 Reports
Discussion
The Reports tab runs standard reports and creates reports based on saved searches.
There are four sub-tabs, Event Reports, Location Reports, Resource Reports, and
Other Reports.
After lesson 4, you will know how-to:

Use the Pre-built reports

How-to create custom reports using an advanced search

Create almost any kind of report by combining pre-built reports and advanced
searches

Examine the pre-built reports in Appendix B, page 33.
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25Live Space Approvers
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Using Pre-Built Reports
25Live contains many useful prebuilt reports. 25Live has four tabbed report types,
Event, Location, Resource, and Other.
All of these reports are run the same way; choose a report and respond to the
parameter prompts. Parameters are the information the report will format for report
presentation.
Event Reports
Location Reports
For example,
Location Reports,
Daily Room Sheet,
has two
parameters: Date
and Location
Search.
Each report has its
own parameters
you must supply
for the report to be
processed. Below
are choices for
each of the report
types.
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Other Reports
Resource Reports
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Steps
1. From the Reports tab in 25Live, choose the Event Reports sub tab.
2. Before processing the report, click View Sample Report.
3. Choose a report type from the Choose Report dropdown, control.
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Steps
4. Use the About this report… panel as a guide to what parameter values you must
supply for the report. You can also view a sample to preview what the report will
look like.
Report Parameters are values that vary and are supplied by you at the time the
report is requested. The parameter for this report is a saved search to
determine which events are included.
An example parameter for this report is a specific event name. Usually this
information is supplied by a search.
5. This report uses a starred custom event search as the report basis. We create a
custom event search on page 33.
6. From Report Delivery Options, choose View this Report Now
7. Click
.
8. Your browser will prompt to download the report.
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Steps
9. The PDF report.
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Create Custom Reports from an Advanced Search
Create a Custom Event Search and use it as the basis of a report. Note that custom
searches are available from either Event or Location tabs.
Steps
1. Click Events > Advanced Event Search.
2. Create a new search. Click
.
3. Note the instructions to create a new search:
4. Click
.
5. Add room criteria for the Student Union. Click
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Steps
6. You can add any of the following criteria:
7. Click the
icon and choose Categories >Open to the Public.
8. Add room criteria for the Student Union. Click
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Steps
9. Choose Assigned Locations > Specific Locations.
10. Click the
icon and search for Student Union rooms by entering the building
location, ‘stun’.
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Steps
11. All bookable Student Union rooms are presented. Select rooms for the 3rd floor.
Use the
to remove a selected room.
12. Click
when ready.
13. Review the criteria screen. You can edit
another one.
criteria, remove
criteria or add
For multiple specifications of one criterion, as with specific locations, below,
multiple choices are additive, and are considered in relation to each other as ‘OR’
criteria.
However, two separate criteria, as are Categories and Specific locations below,
include the option of and AND/OR connection between them.
14. Click
15. If satisfied, click
report.
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to test the search.
.. We will use this saved search as the basis for a
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Steps
16. Enter a Search Name. In 25Live, a saved search is visible only by the user who
created it.
Recommended practice is a descriptive name and the month and year. More
generally, use a consistent naming pattern, which facilities working with large
numbers of saved searches.
Check Add to Your Starred Searches lists the search on your Home tab
Dashboard.
17. The new search is now available as the basis for a report. Try it, at Reports >
Event Reports >Event Listing.
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Steps
18. You can also edit the search any time from Advanced Search > All of Your
Searches.
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Combine Advanced Search and Pre-built Reports
Combined custom searches with built-in reports for a powerful report tool that is easy to
use. We will create a report listing all Events in a particular location.
Steps
1. Click the Reports tab > Location Reports.
2. Choose the Daily Room Sheet
3. Examine the About This Report… pane. Read the report description, parameters,
and data include sections.
4. Click the
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Steps
5. Examine the sample report.
6. From the Select Report Parameters pane.
7. From the report Delivery Options pane, choose
8. Click
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.
and respond to your browser prompts to download the PDF file.
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Exercise: Run a Report from a Saved Search
An important 25Live skill is to create and run reports. Reports are based on saved
searches. In this exercise, you will build a report by examining its parameters then
create saved search to supply the parameter information.
Steps
1. From the Reports tab, choose Location Reports > Daily Room Sheet. Then
click View the Sample Report. After viewing the sample report, notice the one
parameter needed, a Location Search.
2. Create and save a search for rooms in your college or department. Name the
search LOCATIONS_MYROOMS_XXX. Substitute MYROOMS with a
meaningful room name and xxx with your initials.
3. From Reports > Location Reports, complete the report parameters. If your new
search does not appear, refresh the 25Live browser window.
4. From Report Delivery Options, choose
.
, then click
5. A second window will pop-up. If the browser blocks the window, change
browser settings to allow pop-ups from 25Live.
6. The second window will either prompt to download or automatically open a pdf
file. View the document and report your findings.
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Lesson 5: Start an Event in 2-clicks
Discussion – Book an Event Using the Event Creation
Wizard
The Event Creation Quick Start assists you create events based on either a known time
or location. Quick Start helps book the event by finding available locations or available
times.
Use the Event Creation Quick Start if you know when or where the event occurs ahead
of time; otherwise use the Event Creation and Editing tab instead.
Steps
1. Click the Event Creation Quick Start Create an Event button.
2. Click the first link, I Know When…
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Steps
3. Complete the prompts for Start or End time, number of attendees, and which
saved search to use. Each of these are required.
4. Then, click .
.
5. Choose from among the available rooms. This opens the Event Creation and
Editing tab. Complete the event details.
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Steps
6. If we Know Where the event is located:
7. Enter a name or location stem and click Go.
8. ..and choose from among the list of locations.
9. Click
to be taken to the Event Creation and
Editing tab, where you can complete the rest of the Event’s details.
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Lesson 6: Using the Event Creation and Editing tab
Discussion
25Live offers the Event Creation and Editing tab, a Wizard-styled web form that prompts
for correct information needed to create an Event in 25Live.
When scheduling an event, be prepared with these six pieces of information:
1. Event name
2. Event type -competition, meal service, etc…
3. Event state – whether confirmed or tentative
4. Primary Organization – the internal/external customer responsible for billing,
answering any questions, etc…
5. Date and Time of the event
6. Categories – tags used to advertise the event to the Successful U phone
application
After lesson 6, you will know how to:

Schedule an Event
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Schedule an Event
The Event Creation and Editing tab guides users through the steps to create events.
The event details Name, Type,
Required Fields
Event Cards
Primary Organization, and Date and
Time are required. Event Status
reflects whether the Event was
successfully booked and the Cards
are the event details schedulers
complete when booking an event.
Each Card represents an Event
Detail.
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Steps
1. Click the Event Creation and Editing tab.
In order to afford Approvers enough time to respond, room requests have a 7-day
lead-time. So, the earliest a room can be requested is one week from today.
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Steps
2. The tab has three main sections: Event Status, Event Details, and Event Cards.
Note any Starred (*) fields are required before the event can be saved.
Event Status
Event Details
Event Cards
3. Event name. Click in the Event Name field and enter an event name. Note the
40-character limit. Event Name is a required field.
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Steps
4. Event Title (optional, 120 characters) is a more formal title and helpful if the
Event Name entered needs clarification or a lengthier description.
5. Click
and move to the next page of Event Cards.
6. Use the Event Description (optional) field to provide the intended audience a more
complete description beyond the 40-character limit (holds more than 2,000
characters) set in the Name or Title fields.
NOTE: The Event Description is published to the UA Master Public Calendar. Event
Descriptions should be brief and are necessary only if the Event Title does not
provide enough information.
If the description includes HTML and the event will be sent to 25Live Publisher
calendars, check the note regarding HTML tags. Specifically, some HTML tags,
including HTML table tags, are not supported in 25Live Publisher.
7. Click
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and move to the next page of Event Cards.
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Steps
8. Event Type. Choose from among your Starred Event types or click the All Event
Types link to see available Event Types.
 Event types categorize events for search and report purposes, so it is
important to choose an appropriate event type.
 Event types displayed depend on your security.
9. Click
and move to the next page of Event Cards.
10. Event State: indicates the event’s stage of planning or degree of completion.
There are three event states:
i.
Tentative (default)
i. Use Tentative when requesting a space you do not control.
ii. Event can be edited after save.
iii. Locations and Resources are committed.
ii.
Confirmed
i. Event can be edited after save. Locations and Resources are
committed.
ii. Use confirmed when requesting a space you do not control
iii.
Cancelled - Cannot edit event after save. (Department Data Managers or
one with higher security must unlock event for editing.)
Event State reflects completion status of the booking. The Office of Scheduling
determines the significance of each state, the business practice for selecting
which state, and the security needed to edit an event state.
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Steps
11. Primary Organization: Next, specify the Primary Organization (required) for this
Event. The preferred method is to choose from Your Starred Organizations.
A Primary Organization sponsors am event ad answers questions regarding
billing or registration.
12. Click
and move to the next page of Event Cards.
13. Contact Roles: Requestor, Scheduler. Select the Requestor from Your
Starred Contacts or Search for the specific individual or group.
In most situations, one person will fill both roles of Scheduler and Requestor. When
choosing contacts, follow the business practices for your department or college.
Typically, the Requestor is the person needing the room, and the person to call with
questions or concerns regarding the appointment. The Scheduler is the person who
physically made the appointment.
14. If necessary, select a Scheduler from Your Starred Contacts or use the Search
tool to locate a contact.
15. Click
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and move to the next page of Event Cards.
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Steps
16. Event Date and Time: is a required field.
Enter dates directly or by calendar pop-up. Enter times directly

.

17. 25Live can factor-in times for Pre-Event and Post-Event tasks.
For an event that starts at 2:00pm and ends at 6:00pm, Pre/Post Event tasks
may include meet and greet, stage take-down or post-event clean-up or party.
Note how the Pre-Event meet and greet pushes the reservation back 3-hours.
18. Click
and move to the next page of Event Cards.
19. If known, complete the Expected or Registered Head Counts.
These estimates are not currently checked by 25Live to ensure the scheduled
room has sufficient capacity.
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Steps
20. Click
and move to the next page of Event Cards.
21. Event locations: Choose from among Starred rooms or search: Search, Index
(alphabetical list), by Category, needed Feature, preferred Layout, or Capacity.
22. Choose from the list. Note you can Hover over the
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icon to check availability.
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Steps
23. The selected location. Choose a Layout preference from the dropdown.
24. Resources: Use Starred Resources > General Services >(Some resource). Do
this for each resource.
Note: 25Live sends a notification to the resource. However, you are still
responsible for the additional step of contacting the department directly and
arranging for the resource to support the event.
25. Click
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and move to the next page of Event Cards.
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Steps
26. Event Categories: Your choices advertise this event to The University of
Akron’s Successful U mobile phone app. XXX
See https://su.uakron.edu/mobile_version
If an event does not fit a category or you do not want the event advertised on
Successful U, choose a category of
Otherwise, choose all events that apply.
AC = Academic Career
FA = Financial Aid
HF = Health & Fitness
LV = Leadership and Volunteering
PG = Personal Growth
PR = Personal Relationships
27. All required fields are completed. Click
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or
.or
.
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Steps
28. Custom Attributes: If continuing, Custom Attributes attach extra information
to the Event.
29. Event Comments: Event Comments are extra notes or special instructions.
Event Comments are also used in the Confirmation Report, sent to customers
on-request. Comments do not appear on the published to web calendar.
30. Click
or
.
31. 25Live builds the appointment and, most importantly, verifies the room is
available.
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Steps
32. A successful Event booking. Record the Event Reference Number, as it can be
useful for relocating the appointment.
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Exercise: What’s Next?
After creating the event, it is possible to view the event for completeness, edit the
details for changes or corrections, and email details to the customer. In this exercise,
we will email an Event Confirmation report to the customer
Steps
1. From the What’s Next card, click Email.
2. Click the Attach checkbox to include a PDF attachment as part of the
confirmation.

Note the message body
contains a url to the event,
but very few event details
are provided.
 Also select whether the requestor and/or scheduler should receive the
message.
3. Click
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when ready.
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Steps
4. Here is a sample Confirmation Detail email:
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Exercise: Create an Event using the Event Creation tab
You will create an event using the Event Creation tab.
Steps
1. Click the Event Creation and Editing tab and create the National Dog Grooming
Championship. Use one of the department or college locations for which you are
responsible.
2. Use a type of Exhibit.
3. Create a New Organization.
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Lesson 7: Using the Events tab
Discussion
When searching, only current and future events displayed. You can Search by name,
title, or reference number.
After lesson 7, you will know how-to:
 Search for Events
 Create Custom Search
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Search for Events
All 25Live Event, Location, and Resource searches are by keyword. In addition, 25Live
supports search and by Type. We explore each search method here.
When searching, 25Live displays current and future events only. Here are some search
tips:

Search broadly using partial event name, event keywords, types, or category.

Narrow searches by using exact event name, a keyword, or reference number.

To search by location or resource, search from those tabs.

Keyword search criteria
o Name: works
o Type name: currently does not work
o Reference #: works
o Title: works
o Cannot search by embedded detail, such as org, requestor, scheduler, or
state.
Steps
1. Click the Event tab and enter search criteria in the Search by Keyword: field.
25Live updates search results as text is entered.
2. To improve performance, 25Live event search defaults to current and future
dates. Our event is within the next 30 days, so we change our view.
Click the date navigator to display the Range Interval dialog.
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Steps
3. Click Select a Date Range and change the date interval to 30-days.
4. Click
when ready.
5. You can also enter a custom date range. Use the date navigator to move
forward and backward one month.
6. After moving forward one month.
?
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Steps
7. If unsure of the event date, use List view, a compressed calendar view.
8. List View conveniently displays past event dates. Click Current and Future Dates.
Then choose Search All Dates
9. Click Update List
10. Past and future events matching keyword ‘national’.
11. You can clear search criteria by clicking the clear search button.
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Create a Custom Search
Steps
1. Click the More Search Options.
Refine the search by Cabinet, Type, Organization, Category, Role, or Event State.
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Exercise: Create a Search and Add it to Favorites
To find frequently searched events faster, mark searches as Starred. Starred items
appear on the Home tab and return results in one-click.
Steps
1. To more quickly locate the National Dog Grooming Championship event, mark
the event as Starred.
2. The Starred Event on the Home tab Dashboard. Now, searching for this event is
as quick as a click.
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Steps
3. You can also click the
button:
Search Criteria does not save the date criteria used.
Search Results saves results only and does not save any criteria.
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Appendix A: Using the Locations tab
Discussion
All 25Live Event, Location, and Resource searches are by keyword. In addition, 25Live
supports search by Category, Feature, Layout, Capacity and by Category. We explore
some of these methods here.
Appendix A explains how to:
 Search for Locations
o Search for Locations
o Create Custom Search
o Save searches as Starred searches
o Use Pre-Defined searches
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Search for Locations

Search broadly using partial Location name, keywords, features, layout, capacity,
or category.

Narrow search results by using exact Location name.

To search by Event or Resource, search from those respective tabs.
Steps
1. Click the Search for Locations tab and enter search criteria in the Search by
Keyword: field, then click Go.
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Steps
2. By default, 25Live keyword searches List View and displays matches found in
name and description fields
Optionally:
 Add/remove columns from the view
 Sort by any column



 Navigate through other pages, if necessary.
3. Check Location Availability from the Availability tab using the date Navigator.
The columns represent time of day.
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Steps
4. Use the calendar tab to check availability by date.
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Create a Custom Search
Steps
1. Click More Search Options to narrow your search by Feature, Category, Layout,
or Capacity.
2. Click
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Save a Search with Starred Searches
Mark frequently needed Location as ‘Starred’ searches or favorites. Starred items
appear on the Home tab.
Steps
1. To more quickly locate a location, mark the Location as Starred.
2. Starred Locations are more readily available From the Home tab
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Use Pre-Defined Searches
25Live offers pre-made Location searches. Pre-Defined Searches use Groups (Custom,
Index, Categories, Features, Layouts, Capacities) to present simple Lists, Availability by
Category, or Calendar views. Pre-defined search also includes Your Starred Locations
or other Locations you currently have open.
Steps
1. Click the Pre-Defined Searches tab.
2. Specify Search Groupings to search by Custom, Index, Category, Feature,
Layout, or Capacity.
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Appendix B: Sample Reports
Sample reports are organized by Event, Location, and Other.
Event reports
Academic Term Summary
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Calendar of Events (3 Day)
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Daily Events
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Events Checklist
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Event Confirmation Academic
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Event Confirmation Detailed
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Event Listing
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Event Monthly Calendar
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Event Requirements by Date
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Event Resources
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Event Services
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Event Space Monthly Calendar
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Events by Organization Type
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Events with Space Layouts
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Invoice
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Invoice Details-Excel
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Reservations by Date
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Location Reports
Daily Room Sheet
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Event Requirements by Space
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Space Activity Date Grid
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Space Activity by Time Graphic
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Space Activity by Date/Time Grid
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Space Activity term Grid
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Space Availability by Meeting Pattern
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Space Blackout Dates
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Space Monthly Calendar
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Space Unlock – Lock Times
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Other Reports
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Contacts by Organization
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Event Type Distribution by Organization
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Event Type Distribution by Space
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Monthly Summary by Org Type –Excel
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Monthly Summary by Organization
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Monthly Summary by Organization
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Monthly Summary by Space
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Organization Distribution by Event Type
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Organization Distribution by Space
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Organization Listing
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Organization Type Distribution by Space
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Space Utilization
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Time Spread by Department
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