Event Planner

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Event Planner

    The Event Planner enables ServiceNow customers to efficiently manage and track reservations within their organization. It provides a user-friendly schedule view to see daily reservations, reschedule bookings, and access detailed reservation information. Users can operate as Reservation planners or Reservation viewers, managing reservations made for themselves or others.

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    The planner supports viewing and managing reservations across multiple campuses, buildings, and floors, with color-coded statuses for easy identification. It also integrates with the Location Directory portal for quick access to location information and additional reservation details.

    Important: Reservations created through external calendar providers require managing via those providers and need the Calendar component (sncalendar) version 23.2.0 or later installed.

    Key Features

    • Schedule View: View, reschedule (via drag-and-drop), change timing, and change location of reservations.
    • Reservation Details: Access comprehensive details including requester specifications, extra services requested, related cases and tasks, and invitees.
    • Location Directory Integration: Open and view location information directly from the planner.
    • Reservation Management: Manage single and recurring reservations individually; multi-location or group reservations require opening details for management.
    • Reservation Cancellation: Cancel single occurrences of recurring reservations from the schedule view; full series cancellations are done via the portal.
    • Reservation Creation: Navigate to the reservation portal to create new reservations.
    • Edit Reservation Attributes: Modify attendee numbers, purpose, and cost center as a Reservation planner. Note that custom field edits cannot be saved directly in scheduled view.

    Practical Considerations for ServiceNow Customers

    • Ensure the sncalendar component version 23.2.0 or later is installed to manage calendar-integrated reservations.
    • Use the schedule view for quick rescheduling and basic edits, but open detailed reservation records for advanced changes.
    • Leverage color-coded statuses and location-based tracking to efficiently manage reservations across multiple sites.
    • Use the Event Planner to streamline reservation workflows, reduce scheduling conflicts, and improve visibility into resource usage.

    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.
    Note:
    In scheduled view, you cannot update a reservation after editing any custom field.

    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