Scheduling events in 25Live

The purpose of this document is to provide users with detailed information about the 25Live Event Reservation Form and the individual cards and editor fields contained within the form.

Step 1:

● Access 25Live at:

http://go.lehigh.edu/25live

● Click the Sign In link on the upper right-hand area of the page

● Log in using your Lehigh user name and password

Step 2:

On the 25Live Home Tab click on event form in the upper right hand corner

● If you are not signed into 25Live, you will be prompted to do so. You may need to remove any popup blocker from your browser.

Step 3:

● Complete the fields that are relevant to your event.

Event Name

What is in a name? More than most users may think! When naming events users should remember that 25Live is a web-based scheduling and calendar system and is viewable by anyone who may be visiting the Lehigh University Website. In addition, LTS is pulling event information from 25Live to populate other University calendars on the web. For this reason, we ask that users name events in a way that will be understandable to others and avoid acronyms when possible.

Event Title

The Event Title editor affords users some extra space to add more detail to the Event Name or to add a subtitle to their event. Users should not duplicate the Event Name in the Event Title editor. If no additional name or title information is needed, users should leave the Event Title editor blank.

Event Type

Users should select the event type that best describes their event from their list of favorite event types or from the complete list of event types by using the dropdown.

Primary Organization

Users should select the organization or office responsible for the event from their list of favorite organizations, or search by organization name.

● Note: If the search does not return the expected result, try limiting the search to a key word in the organization name.

Additional Organization(s)

Users can also select any additional organizations involved with the event. Multiple Organizations can be selected using this editor. If an organization is not listed, please email inucr@lehigh.edu.

Expected Attendance

Users should enter the estimated number of attendees for their event in the expected field.

Event Description

Information entered into this editor will appear in the 25Live Event Detail view. For example, if there is a website for the event, this would be an ideal location to display the URL.

Event Date/Time

If you are requesting one day/time, select NO and proceed to Event Locations.

Users select the start and end dates and times for each event in this editor. Be sure to enter the EXACT start and end times for the event.

Users can add pre and post event times for additional setup time, registration, etc.

For one-day events with multiple occurrences (i.e. weekly meetings at the same time), users will enter the start date of the first occurrence then select Repeating Pattern and Manage Occurrences from the drop.

If you are requesting multiple days (i.e. weekly, monthly, etc.), select YES.

The following card will prompt you to select how the event will repeat: Ad-hoc, Daily, Weekly, or Monthly. There is also a “Does Not Repeat” option. Use the calendar tool to select all additional dates.

Locations

Users should select the Location(s) for each event from their list of favorite locations or search within the categories list in Public Searches.

● Note: If the search does not return the expected result, try limiting the search to a key word such as the building name. Please note spelling out the building name will help narrow your search (For example, Clayton University Center instead of Clayton UC).

Parking

If this event requires Parking, you must complete the following request form. Parking and Transportation will respond based upon your initial information request. If this event requires Transportation, you must complete the following request form. Parking and Transportation will respond based upon your initial information request.

Non-Lehigh Guests under 18

Will there be non-Lehigh guests who are minors (under the age of 18) in attendance at this event? If yes, Please visit this link for additional information regarding the Protection of Minors Policy Compliance.The Program Registration Form may also be found on this page and must be completed prior to your registration being confirmed.

https://hr.lehigh.edu/protection-minors-policy-compliance

Custom Attributes

The phone number custom attribute is required for all requests. The Lehigh Account number (Index) is required for all requests EXCEPT classroom requests.

Contact Roles

The Requestor Contact Role is used to identify the organizer of the event or representative from the Organization responsible for the event.

The Scheduler Contact Role is used to identify the person entering the event information into 25Live.

● For Example, if a user is entering a request for another individual (i.e. a department admin is entering an event for a faculty member), the faculty member would be considered the Requestor and the Admin doing the entry would be considered the Scheduler. In some cases, the Requestor and Scheduler may be the same person.

Comments

This field is designed to give users an opportunity to send additional instructions or comments to scheduling offices about an event. This information is only viewable by the scheduler, requestor and any service providers or approvers of locations and/or resources assigned to this event. Student organizations should add the faculty or staff advisor and the OSI advisor.

Event State

All requests will be entered with a DRAFT Event State. During the approval process, the Event State will be changed by the scheduling office.

Step 4

The following message should be displayed at the top of the Event Reservation System: Your event request has been submitted for approval. You can also check Your Event Drafts box and Your Upcoming Events on your HOME page.

If you cannot find your original confirmation, please follow the following steps to find your event:

While logged in, click on Events.

Select Pre-Defined Event Searches
Select Pre-Defined Groups
Choose either Events You Have Requested or Events You Are Scheduling from the list on the right and click Run.
Click on the grey List tab.
Click the desired Event Name to view the event.

Step 5

You can customize and make a favorite different option throughout the process by clicking on the star so that it is highlighted in yellow.

Step 6

For assistance with 25Live, please email: inucr@lehigh.edu