25Live Procedures

On the 25Live landing page, click or tap Sign In in the top right.

Login using your Marquette University Credentials.

On the Home screen, click on Customize Dashboard, which is located under the third column.

Hide, unhide or change the layout of the elements here by following the directions provided.

Click the Done button in the top right corner of the Dashboard once all changes have been made. 

On the 25Live landing page, click or tap Sign In in the top right.

Login using your Marquette University Credentials.

The Event Form is found at the top of the page in the 25Live blue banner. Enter basic event information; most fields are required.  

Begin by titling your event.  If this event is associated with a class, such as breakout or study sessions, include the class number.

Select the Event Type using the drop-down menu.

Enter the Expected Attendance, this will be used to pull up available rooms based on capacity.

Select a Primary Organization.  To search, begin typing the department or organization.  The system will provide options. 

Identify the Target Audience: who is expected to attend this event.

Enter an Event Description that includes details not conveyed by the title.  If the event has a guest speaker, be sure to include that information.

Enter the date, if this is a repeating event, enter the date of the first meeting.  

When entering the time, include any setup or take down time that is needed.  Events should end 10 minutes before the hour to allow for transition time between events or classes.

Next step:  Go to Location Search.

Choose how the event will repeat.

• Ad hoc: various dates at the same time.
• Daily: events that meet on consecutive days at the same time.
• Weekly: events that meet on the same day and same time for multiple weeks.
• Monthly: events that meet once per month for multiple months. 

Manage Occurrences allows you to adjust the times or remove an individual date.

Available rooms are based on the information you entered into previous fields (expected attendance and date/time).  For an accurate search, do NOT uncheck the Hide Conflicts and Enforce Headcount boxes.

There are multiple methods to search for a room:

• Saved Searches: Use the Classrooms-General Pool Search.  This will provide a list of all general pool rooms that are available on the days and times of the event.
• Search Location allows you to search by the name of a building or its abbreviation or enter a specific room.  If no options appear, there are no rooms available on the dates or the times indicated. 

Hover over an option to bring up additional information, including room features.  Rooms that have a blue Request button are available for all meeting times and dates. Multiple rooms can be selected for an event if needed.  

Selecting a room will bring it up below the Locations Search box.  A room MUST be in this portion of the screen to be reserved.  Ensure that only the desired room(s) is in the location before continuing. 

Remove rooms by clicking on the red Remove.

Choose a Scheduler and a Requestor, who will both be notified by email of event confirmations.  These roles can be one person or two different people.

Categories – click on the edit box for options; check the most appropriate box.

Comments are optional and can be seen by the individual approving the request.

Be sure to Save the event upon completion.

Once your event is saved, you will be taken to a confirmation page, which allows you to view Event Details of the request.   NOTE:  While the event is confirmed, the room is not!

Clicking on More Actions, on the right side of the screen, provides access to:
Edit: edit the Event Details of the request.

Copy: create a duplicate of the event to make it easier when requesting separate but similar events.  You will be able to edit every field again for the new event, but the information entered for the previous event will auto-populate.

Email: email details of this request to its stakeholders or anyone else.

Add to Starred: add this event to your favorites.  We highly recommend requesters “star” submitted reservations so events can be easily retrieved and monitored.

Upon location approval, the Scheduler and Requestor will receive confirmation emails with the event's information and a link back to the event's details for the reservation of a general pool room. Confirmations may not be received for departmental room requests; departments may choose not to send confirmations.     

The Quick Seach: Search Events option is the easiest way to search for your event.  You can search by name or reference number.  It's not necessary to type the full name - keywords will bring it up too.

In 25Live, the most important information will usually be in the middle of the screen, but pay attention to things on the periphery.

To understand what information is required on the Event Form be sure to read the description associated with each field.

After searching events or locations, you will see a small star next to the event  or location name.   Clicking on the star and turning it yellow will add it to your starred lists.  

Adding a location or event to your Starred Locations or Starred Events will make it much easier to search for and find later.  Using the Customized Dashboard function on the main page, you can drag sections onto your dashboard that show your Starred Locations or Starred Events right away when you log in.

Navigate to the Details tab for the event you wish to add.

Click the More Actions drop down menu.  Select the Email Events option.

The Email Event screen will open.  If you are the Requestor or Scheduler for the specific event, your name will appear under the Related Recipients section; be sure to check the box in front of your  name.  If not, enter your email address next to To under the Additional Recipients section.

Check the box next to iCal File in the Attach section.

Add notes in the message body or check the box underneath to send event details if desired; click Send.

Navigate to Outlook and open the new email.

Double click the attachment titled events-ics.  A pop-up window will appear, click + Add to Calendar.

If you are using Classic Outlook, this will open new Outlook. In new Outlook, open the email message and click the event.ics attachment. You will receive a pop-up, click + Add to Calendar. The event will appear on your classic calendar.