Event Planner

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
    • Summarize
    Summarized using AI
    This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.

    Summary of Event Planner

    The Event Planner enables ServiceNow customers to efficiently manage reservation requests within their organization. Users with the Reservation planner role can view, reschedule, and manage reservations for themselves or on behalf of others using an intuitive schedule view. The planner supports tracking reservations by campus, building, and floor while providing detailed information about each reservation, including extra services and associated tasks.

    Show full answer Show less

    Key Features

    • Schedule View: Offers a drag-and-drop interface to reschedule reservations by changing date, time, or location. Reservations are color-coded based on status.
    • Role Access: Accessible as both Reservation planner and Reservation viewer, allowing appropriate levels of reservation management and visibility.
    • Location Directory Access: Direct access to the Location Directory portal from the Event Planner home and schedule views to check location details and reservation requirements.
    • Reservation Details: View comprehensive details including requester specifications, extra services requested, related cases and tasks, and invitees.
    • Reservation Management: Manage single and recurring reservations created via Workplace Core applications, including cancelling specific occurrences without affecting the entire series.
    • Reservation Creation: Provides navigation to the reservation portal for creating new reservations.
    • Edit Capabilities: Reservation planners can edit attendee numbers, reservation purposes, and cost center information.

    Important Considerations

    • Reservations created through calendar providers must be managed using those calendar components (requires Calendar component version 23.2.0 or later).
    • Multi-location or group reservations can only be managed by opening the reservation details, not directly from the schedule view.
    • Complete recurring reservations can only be cancelled via the portal, while individual occurrences can be cancelled from the schedule view.

    Practical Benefits

    Using the Event Planner, ServiceNow customers can streamline reservation tracking and management, reduce scheduling conflicts, and maintain clear visibility into reservation statuses and requirements. The drag-and-drop rescheduling and detailed insights into reservation specifics improve operational efficiency and support effective resource planning across multiple locations.

    Manage reservations requested in your organization in a simple event planner. As a Reservation planner, check the current day's planned reservations and view the reservation details. The schedule view also enables you to reschedule a reservation to another date and time by easily dragging and dropping it to another time.

    You can also access the Event planner as a Reservation planner and a Reservation viewer. The planner provides you with a detailed view of all the reservations requested by employees and also the reservations requested by you for yourself or on-behalf of others. Open and view the Location Directory portal from the Event Planner home page.

    You can check if there are any reservations that require extra services, reservations that are canceled and more. The Event planner also enables you to view the reservations in a scheduled view where you can track reservations made on any campus, its buildings, and any specific floor. The scheduled view displays reservations in colors based on their status. You can also schedule a reservation to a later time by easily dragging it across the time line. At any point, you can view the details of a reservation such as the exact details specified by the requester, the extra services raised by them, the cases and tasks created for those services, the invitees and more.
    Important:
    Reservations created using a calendar provider can only be managed using the calendar provider.

    Ensure that you have installed the Calendar component (sn_calendar) of version 23.2.0 or later.

    Using the Event planner schedule view, you can perform various actions on reservation. However, note the following:
    • Open and view the Location directory portal from the Scheduled view. For more information, see Open and view Location directory from Event Planner.
    • You can only manage reservations that are created using Workplace Core applications.
    • You can manage single and occurrence reservations.
    • You can manage a multi-location or a group reservation only by opening the reservation details and not with the schedule view.
    • As a reservation planner, you can perform the following actions:
      • Drag a reservation to another date and time to reschedule.
      • Change the reservation timings,
      • Change the location of the reservation.
      • Cancel a reservation
      • Note:
        Cancelling a recurring reservation should only delete that particular occurrence and not the complete series. The complete recurring reservation can be cancelled from the portal.
      • Open a reservation and make advanced changes and also add services

    Event planner schedule view.

    The Event planner also provides you with an option to create a reservation. The planner navigates you to the reservation portal from where you can make a reservation. As a Reservation planner, you can edit a reservation's number of attendees, the reservation purpose, and the cost center.

    The Event planner workspace provides you with great options in tracking your reservations. For more information about the key features and its capabilities, refer to Workplace Central Event planner.

    For more information about the Reservation planner role, refer to Components installed with Workplace Reservation Management