Engage offers the ability to leverage data from your EMS system to help students choose an appropriate and available space for their event. Campuses who hold the appropriate Engage license and who hold a license for EMS's "Read Only API (Application Programming Interface)" module can take advantage of this integration. Find a step-by-step instructions on enabling this functionality below.
EMS API Keys
To get started, you will need to provide the following information to our support team:
- EMS API Server URL
- Example: http://[server]/EMSAPI/service.asmx
- EMS API Username (public key)
- EMS API Password (private key)
Populating EMS Locations into Engage
Once our team has configured your system to use the EMS API, you can import your EMS spaces into Engage. Navigate to your Admin view and select the Events dropdown, then Event Locations.
Select the Import button.
Choose the EMS source, then click Import. This process queries the EMS API to grab location/space information as defined by EMS, as well as location parent hierarchy information. You may re-import locations from your EMS system at will using these same steps.
Location properties & restricting access
Once you've populated your Event Locations list, you can change several aspects like location details, who request the space, the image displayed, or if a user should notified of any request using that location.
Populating Engage Organization Leaders into EMS
Campus Labs has created a method to populate EMS's user database with organization leaders using the "HR Toolkit" module of EMS. This is not an automatic transfer of data, however. If you are interested in populating users from Engage into EMS please contact your consultant to schedule a conversation.
Note about Event Submissions
Once the event submission is made, Engage will prevent anyone from requesting the same locations for the same time period, however it will not communicate this to EMS. Approving the submission in Engage does NOT book or populate a booking submission for the space in EMS. We suggest that the staff member who approves space in EMS be added as a reviewer in Engage so that they can book the space in EMS and provide a confirmation via the submission comment wall in Engage.