[madfil]

Hi Lisa – we were in the same boat at Temple University a few years back. While there is an audit trail for schedulers to view it is not available to clients. However, it will show your team changes that were made and when confirmations were sent out. I could not find a security setting to allow this to be visible to clients. Ultimately, this difference from EMS did not pose as much of a concern as we first thought and I never asked the question.

In terms of customized confirmations, make sure to get access to the Document Management feature under System Settings. This will allow you to create good quality confirmation/invoice templates through an easier-to-use interface than their other option. It has less functionality than their main custom reports tools (JReport) but for the majority of people, it should suffice.?

We did go the email route. Using email templates within 25Live to ensure that when my team sends a confirmation out our generic account is CC’d along with my event person and the requestor. You could always have a dedicated email account set up just for conference confirmations to ease the inbox cluttering as well.

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Filip Pongratz
Associate Director, SFC Activities & Operations
He/His/Him

215.707.4362 (p)
http://www.temple.edu/sfc
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Original Message:
Sent: 10-13-2022 10:37
From: Lisa Schuetz
Subject: 25Live Confirmation Email Issue

Hi All!  Currently converting from EMS to 25Live in the Event Management Office reserving Student Union spaces.  EMS allowed us to send customized confirmations that we could easily track and view content at a later date, which served as a record of what had been communicated to the client and when it was communicated.  Any EMS users could reference this, not just the person who booked the event.  We have been informed that this is not an option in 25Live and presents a large challenge for our busy office.  Has anyone else dealt with this same issue and come up with any solutions?  We have considered cc’ing our general email on all correspondence but that will result in an overly cluttered email inbox and will have us searching for emails on a frequent basis.  Any ideas would be greatly appreciated.

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Lisa Schuetz
Event Manager Coordinator
Louisiana State University
Baton Rouge LA
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[Ryan Gross]

Hey Lisa!

UofSC is on 25Live as well. We have setup a system where we have different confirmation options that communicate what state a reservation is in (ex: confirmation of space, statement of charges, Details TBD, etc.). We also utilize the Internal Notes section on each reservation to track each time anyone at the office makes any adjustments to the reservation. Since there are several people in our office, these notes help summerize where we are in the reservation so an employee looking at details for the first time has a record of actions taken. Happy to jump on a Teams call to show you, just LMK!

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Ryan Gross
Associate Director for Russell House Events
University of South Carolina?Columbia
Columbia SC
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Original Message:
Sent: 10-13-2022 10:37
From: Lisa Schuetz
Subject: 25Live Confirmation Email Issue

Hi All!  Currently converting from EMS to 25Live in the Event Management Office reserving Student Union spaces.  EMS allowed us to send customized confirmations that we could easily track and view content at a later date, which served as a record of what had been communicated to the client and when it was communicated.  Any EMS users could reference this, not just the person who booked the event.  We have been informed that this is not an option in 25Live and presents a large challenge for our busy office.  Has anyone else dealt with this same issue and come up with any solutions?  We have considered cc’ing our general email on all correspondence but that will result in an overly cluttered email inbox and will have us searching for emails on a frequent basis.  Any ideas would be greatly appreciated.

——————————
Lisa Schuetz
Event Manager Coordinator
Louisiana State University
Baton Rouge LA
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