EMS Workplace - Shared Workspace Management (Office Hoteling) and Facility Scheduling Software

Manage meeting/event/work space, optimize resource utilization, generate actionable business intelligence

Organizations with a mobile workforce or flexible work arrangements are realizing significant savings in real estate and related overhead by adopting a hoteling or hot-desking strategy - allotting workspace on an as-needed basis in order to accommodate more people in less space. EMS Workplace™ was created to provide organizations with a powerful yet easy-to-use facility scheduling system to manage even the most complex hoteling requirements, as well as the booking of meeting/event space and resources.

Features include:

• Intuitive tools for finding and booking available office space
• Check In/Out capability for monitoring no-shows
• Back-end "business intelligence" processes for generating benchmarks, monitoring utilization and identifying trends
• Interactive Floor Plans for booking and wayfinding
• Detailed reports including operational schedules, no-show lists, transition reports, etc.
• And much more...

EMS Workplace is the most flexible hoteling software available, allowing different office locations within your organization to operate independently or under a unified set of business rules. Highly scalable and versatile, EMS Workplace leverages the power of Microsoft SQL Server™ to track a limitless number of office spaces, conference rooms and meeting-related services in your offices around the world.

Easy Access to Schedule Clarity

When it comes to effective use of your rooms and resources, ease of access to scheduling information is key. While your EMS system administrators and facility managers will typically utilize the powerful "client" application via the desktop or web interface, the majority of your users will access the system in other ways for different purposes. For example…

• From the road to get details on a scheduled event or space availability
• To reserve a room on-the-spot for an impromptu gathering
• From within Microsoft Outlook® to invite attendees and book the room and resources for a meeting

With the “Enterprise-level” EMS scheduling systems (EMS Enterprise™, EMS Workplace™, EMS Campus™ and EMS Legal™), there are access methods to support any mix of space management approaches: centralized, self-service from the web, walk-up or Outlook-based.

Simplify your scheduling with anytime, anywhere access!

System Includes...

Virtual EMS™ (Web Interface)

Leverage the power of the internet with this web-enabled module for EMS Workplace™. Virtual EMS provides fully interactive, real-time access to scheduling information via the internet or your organization's intranet. Website visitors can browse the calendar or search for specific events from any computer with an internet browser. Authorized users (employees in your organization, meeting organizers, facility staff, etc.) can, depending on the level of access granted, submit room requests or create self-service reservations directly from the web through a secure, user-friendly interface.

• Virtual EMS: Online Browsing
• Virtual EMS: Online Requests/Reservations

The best way to learn more about Virtual EMS is to test drive it yourself using our live demonstration (Please call 800-440-3994 x863 today for a personalized demonstration, in which you can see additional, behind-the-scenes features that aren't accessible without login authorization.)

EMS for Outlook®

Tight integration for maximum efficiency... Optional EMS for Outlook® integration lets users work within a familiar personal scheduling interface while having one-click access to self-service room reservation and resource booking functionality in EMS. Ideal for use with "unmanaged" space (i.e. rooms for which no official approval is required), this time-saving integration prevents double bookings while letting users find available rooms, review their details, reserve them and book any necessary resources (equipment, etc.) without ever leaving Microsoft Outlook®. Includes Microsoft Exchange® Integration (see below). (Note: EMS Workplace is licensed for use with either Microsoft Outlook or IBM Lotus Notes.)

Microsoft® Exchange Integration

Virtual EMS can now be integrated with Microsoft Exchange® Server, allowing users to view the Microsoft Outlook® calendars of people they intend to invite and thereby simplify the process of meeting planning. This option provides the ability to confirm attendee availability, find an available room, request services like catering, and schedule resources like A/V equipment all from one centralized location.

IBM Lotus Domino® Integration

Like Microsoft Exchange Integration, this functionality (through the "Plan-a-Meeting" module) for Virtual EMS Workplace allows the person coordinating a meeting to view the availability of meeting rooms and attendees, send Lotus Notes®-compatible meeting invitations, and arrange for resources (equipment, food service, etc.), all from the same interface. (Note: EMS Workplace is licensed for use with either Microsoft Outlook or IBM Lotus Notes.)

EMS Kiosk™

Run on a touch-screen display unit, the EMS Kiosk is a powerful yet easy-to-use digital room sign and interactive tool for finding an available or assigned workspace, reviewing meeting room availability, booking space, searching for a meeting location and more. Mount the unit outside a room and/or make an EMS Kiosk available in a lobby or entryway. The Floor Plan module (standard in EMS Workplace) provides EMS Kiosk users an added measure of convenience as they see reserved/available space on a facility diagram, making it even easier to find a meeting or a place to hold one!

Floor Plan Module

Adding the Floor Plan module gives Virtual EMS users (and EMS Kiosk users, if applicable) an even more visual way to locate, evaluate and book the reservable space in your facility. Floor Plans also provide a means of wayfinding to see exactly where a colleague is sitting or a meeting is taking place.

Integrated Authentication

This module establishes the tightest integration possible between Virtual EMS and your network or web portal. Integrated authentication works with Microsoft Active Directory or your custom web portal to streamline web account maintenance for administrators and eliminate extra steps for end-users.

HR Integration Toolkit

This behind-the-scenes utility keeps contact information in EMS up-to-date, synchronizing it with another system that contains employee data (HR database, Active Directory, etc.). This module automates the maintenance of contact names, email addresses, billing information, web accounts and more including additions, changes and inactivations.