25 Live Helpful Tips: Step by Step Instructions, Video Tutorials and FAQ's

 

Step by Step Instructions

Checking Space Availability

Searching for Events

Requesting Space


Video Tutorials:

"I know WHEN my event should take place..."

"I know WHERE my event should take place..."

Searching for locations using 25Live:

An introduction to navigating 25Live:


FAQs:
What is 25Live?
Who can access 25Live?
What are the recommended browsers?
What is the url for 25Live?
How do I get started?
Who do I call if I have trouble logging in?
How do I request space?
How do I use the new request form?
How do I see if the room I want to use is available?
The space I want to book is not showing up in the locations list.
Why does it say "You do not have access to view events."?
I put in a space request. How will I know if my space is confirmed?
How do I make a change to my event or cancel a reservation?
Why can't I edit my event?
Why is everything so slow?

How do I book space for an outside group?


What is 25Live?
25Live is Brown University's web-based scheduling and event planning interface. The software provides an online availability calendar, scheduling system, and data repository for events held at the University, yet allows individual schedulers to maintain some of their departmental scheduling policies and practices. 25Live enables authorized members of the Brown community to view space availability and to request the use of University space 24 hours a day, seven days a week from any computer with internet access.

Who can access 25Live?
Anyone with an active Brown user id and password can log in to 25Live to check availability of space and request a reservation.

What are the recommended browsers?
Mozillla® Firefox® for Windows® (recommended)
Google Chrome™ for Windows (recommended)
Apple® Safari® for Windows and for Macintosh
Mozilla Firefox for Macintosh
25Live supports the latest version for each of these browsers as well as two major versions back. Minor display variations may occur between browsers. Internet Explorer does not work, in any version.

What is the url for 25Live?
The link is available on the Scheduling Services home page, or by clicking here.

How do I get started?
Click "Sign In" on the top right or bottom left. Sign in using your Brown user name and password.

Who do I call if I have trouble logging in?
The Brown Help Desk can assist you with issues with your Brown user id and password. Call them at (401) 863-HELP (4357) or email them at help@brown.edu.

How do I request space?
You can either click on the Event Creation and Editing tab or, from the home dashboard, click "I know when (or where) I want to hold my event." Either of those options opens a request form. Alternatively, you could click the Locations tab and find your location. Click the Availability tab. If there is a time slot available, you can click into that time slot to launch a request form.

How do I use the new request form?
The new request form is split into 3 pages with 10 questions, 8 of which are required. Required items are marked by a red asterisk. You can view the progress of your request on the left hand side of the page and click Next or the next arrow at the bottom or top of the request form to proceed.

View your progress:

When answering questions, make sure your answer appears in the right hand column under "Selected", for instance, Selected Locations:

How do I see if the room I want to use is available?
Click the Locations tab and search for the space in question, or for a space that fits your event needs. You can search by building name, space features, etc. Once a space has been located, click on the Availability tab to see space availability. If you see an open time slot, click into that time slot and a request form will be started for you.

Click on an open time slot to request a space.

The space I want to book is not showing up in the locations list.
You may be in the request form and choosing a time when the location you are interested in using is not available. If your event date and time are flexible, search the location's availability for an open time slot. Alternatively, you may be searching for a space that is not booked by the University Scheduling Office. See our list of other on-campus rooms for a directory and contact information.

Why does it say "You do not have access to view events."?
If you are seeing this message, you may need to log in. If you are logged in, you may not have the security privileges to see certain events or spaces in 25Live if their access is restricted, for instance. Many events will appear on the space availability grid for a space but their event titles will say "Private" if you do not have the security access to view them.

I put in a space request. How will I know if my space is confirmed?
You will receive email confirmation from the University Scheduling Office. We may not be able to confirm your reservation right away, especially if you are requesting classroom space. However, we make it our goal to at least acknowledge receipt of scheduling requests within 3-5 business days. If you have not heard back from the Scheduling Office within that time, please email scheduler@brown.edu, or call us at (401) 863-6217. We also recommend that you print a copy of your reservation details or click More Actions from the details screen and print a pdf report for your record while you await confirmation.

How do I make a change to my event or cancel a reservation?
To make changes to your event, or to cancel your reservation, email the University Scheduling Office at scheduler@brown.edu or call during normal business hours, Monday-Friday 8:30AM-5PM (401) 863-6217. You can click "edit this event" while your event is in a draft state. This will launch the request form again and allow you to make your edits. However, once your event has been confirmed, you need to contact the Scheduling Office to make a change or cancellation.

Why can't I edit my event?
Events can only be edited when they are first submitted as a draft. Once confirmed by the Scheduling Office, events cannot be edited by requesters. To cancel your event or make a change to your event once you have recieved confirmation, email the detials of the change or cancellation, along with your event name and reference number to scheduler@brown.edu.

Why is everything so slow?
25Live sits on top of a database with over 7 years of data, so searches can, at times, take a while. Our recommendation is to treat the search the way you would a Google search, meaning that you should narrow your search parameters down as much as possible without risking excluding your intended result(s).

How do I book space for an outside group?
Space reservations for external organizations need to be coordinated through the office of University Event and Conference Services. You can fill out an online RFP, email them at conference_services@brown.edu or call them at (401) 863-3100.


For Schedulers: Download the pdf "25Live: Your Guide to Getting Started"


 

 

 

 

 

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