EMS Integration for Room Reservations

The CampusGroups platform can integrate directly with EMS provided that the API module is provisioned on your EMS instance. Please refer to EMS' documentation page for additional details regarding the licensing requirements.

To get started with the integration please contact your Implementation Consultant, Campus Success Manager, or the Integrations Team at integrations@readyeducation.com to enable the EMS Module.

The integration can support the following scenarios:

• Importing events from EMS into CampusGroups using customizable filters
• Integrating EMS room reservation requests within the Event form in CampusGroups

Important Note if you have self-hosted EMS:

- Licensing and authentication limitations are primarily an issue with self-hosted EMS instances. We get an error "Not licensed for auth type" on the back-end.

- With self-hosted EMS, the campus is responsible for ensuring the server is accessible externally and properly licensed for the API/authentication features. With EMS Cloud, those pieces are built-in and managed by EMS directly.

Integration Steps

1. Set up a new API Client User in EMS

The integration requires you to set up a new API client user with the following settings:

• do NOT enable the "Everyday User Authentication Required" option
• enable the "Allow this client to book without Everyday User Templates and ignore Booking Rules" option

• the role selected should grant access to at least the API routes below; allowing all routes should be preferred where possible to support additional use cases as they are implemented:

  • /clientauthentication [POST]
  • /authentication/token [POST]
  • /webusers/actions/search [POST]
  • /bookings [GET]
  • /bookings/{booking_id} [GET]
  • /bookings/{booking_id} [PATCH]
  • /bookings/{booking_id}/cancel [POST]
  • /bookings/actions/search [POST]
  • /bookings/actions/search/userdefinedfields [POST]
  • /reservations/{reservation_id} [GET]
  • /reservations/{reservation_id} [PATCH]
  • /reservations/actions/create [POST]
  • /reservations/actions/search/userdefinedfields [POST]
  • /reservations/{reservation_id}/bookings [POST]
  • /reservations/{reservation_id}/cancel [POST]
  • /reservations/{reservation_id}/userdefinedfields [GET]
  • /reservations/{reservation_id}/userdefinedfields [PATCH]
  • /rooms [GET]
  • /rooms/actions/availability [POST]
  • /rooms/{room_id}/features [GET]
  • /features [GET]
  • /webtemplates [GET]
  • /webtemplates/{webtemplate_id} [GET]
  • /setuptypes [GET]
  • /buildings [GET]
  • /floors [GET]
  • /roomtypes [GET]
  • /statuses [GET]
  • /eventtypes [GET]
  • /groups [GET]
  • /reservationsources [GET]
  • /timezones [GET]

2. Activating the Integration

The Integration can be activated and configured under Admin > Settings > General Settings > Rooms. To activate the integration, you will need to enter the following information:

• EMS API url: should look similar to https://schoolid.emscloudservice.com/platform/api/v1
• EMS Client ID
• EMS Secret Key

Once you have activated the integration, you can complete the remainder of the configuration with the platform directly.

3. Detailed Configuration

Importing events from EMS into CampusGroups

CampusGroups can import events from EMS using the EMS API. You may select which events to import using combinations of filters based off of:

• Buildings
• Event types
• Groups
• Rooms
• Room Types
• Status
• Reservation level user defined fields (eg "Publish to CampusGroups: Yes")
• Booking level user defined fields (eg "Publish to CampusGroups: Yes")

Additionally CampusGroups groups and EMS groups can be mapped in the EMS to CampusGroups direction so that imported events end up in the correct group. Events that belong to EMS groups not mapped to specific CampusGroups groups would be imported into a single default group of your choosing.

Book rooms in EMS from events created in CampusGroups

When creating an event in CampusGroups officers can request a room in EMS. This will only suggest rooms which are available at the selected time based on the information provided by the EMS API. The EMS integration lets club officers request rooms in EMS directly from CampusGroups using the event editing page.

The integration supports configuration options for: EMS Initial Status, EMS Cancel Status, EMS Reservation Source, Group mappings, EMS Event Type, Everyday User configuration, and Everyday User Process Templates. The list of available rooms is retrieved from EMS using parameters including expected attendance, event date/time, setup time, breakout time, Everyday User, and Process Template. When the user saves their event, the room reservation request is sent to EMS with the event type, name, status, contact info, source, group, room setup type, and expected attendance.