The new statuses are now live in EMS. The new status workflow is below and can be found on the Resources & Documentation page.
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Upcoming reservations in EMS have been updated as follows:
- Confirmed -> Services Confirmed
- All upcoming reservations previously set to Confirmed have been changed to Services Confirmed. This new status indicates that Service Departments have reviewed and approved all requests and entered estimates for billing (if necessary).
- Previously, Confirmed served as the final pre-event status for internal events. Moving forward, Event Ready will be the final pre-event status for ALL events. If there are additional outstanding items needed to finish planning for an internal event, the status should be set to Services Confirmed until those steps are complete. If there are no additional items to be worked on after service approvals, Services Confirmed can be skipped and the status can be set to Event Ready.
- Req Submitted-Space Held -> PND Service Details
- All upcoming reservations previously set to Req Submitted-Space Held have been changed to PND Service Details. This new status indicates that a space has been put on hold but has either partial or no service department requests. Reservations should remain in this status until they’re ready for service department approval and billing estimates.
- Deposit Invoice Complete -> Deposit Invoice Sent
- All upcoming reservations previously set to Deposit Invoice Complete have been changed to Deposit Invoice Sent. Each of these reservations will be reviewed by Nardia and updated to Event Ready once deposit payments have been made by clients.
- For external events involving deposit invoices, Nardia will be responsible for tracking deposit payments and setting the status to Event Ready. If we are collecting money before an event, Event Coordinators should NOT set a reservation’s status to Event Ready themselves.
- For events with no deposit invoices (internal events being billed for overtime labor, CUNY events, or events with waivers resulting in no deposit payments), Event Coordinators may set a reservation to Event Ready once all planning is complete.
The Billing and Invoicing Workflow has also been updated to show where the new statuses fit into our overall process. This can also be found on the Resources & Documentation page.
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