CollegiateLink offers the ability to take advantage of data from your EMS platform to help students choose an appropriate and available space for their event. Campuses who hold the appropriate CollegiateLink 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 Setup

EMS API Keys

To get started you will need to provide the following information to your CollegiateLink consultant:

  • Your EMS API Server URL
    • Example: http://[server]/EMSAPI/service.asmx
  • Your EMS API Username (public key)
  • Your EMS API Password (private key)

Populating EMS Locations into CollegiateLink

Once your consultant has configured your system to use the EMS API you can import your EMS spaces into CollegiateLink:

ems.gif

  1. Navigate to: Administration > Events > Event Locations
  2. Select the Import button
  3. 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. To learn more about modifying these locations, check here.

Populating CollegiateLink 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 CollegiateLink into EMS please contact your consultant to schedule a conversation.

Note about Event Submissions

Once the event submission is made, CollegiateLink 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 CollegiateLink 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 CollegiateLink so that they can book the space in EMS and provide a confirmation via the submission comment wall in CollegiateLink. To learn more about setting up event request reviewers, click here.

To see the process of requesting space, click here.

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