Pull events from EMS into CampusGroups (Work in progress)

CampusGroups can import events from EMS using the EMS API. 

The integration requires a single user for the CampusGroups platform to make requests to the API. This user should be granted access to the following services:    

  • /clientauthentication     
  • /bookings/actions/search

The identifier of the group hosting the event should be in the reservation id and a mapping from reservation id to CampusGroups group acronym will have to be provided so that the events can be imported into the correct group.

To get started please contact us at support@campusgroups.com with the following information:

Book rooms in EMS from events created in CampusGroups

When creating an event in CampusGroups officers can request a room in EMS. This will only offer rooms which are available at the selected time based on the information provided by the EMS API.

The EMS integration lets club officers request rooms in EMS directly from CampusGroups using the event editing page as per below:

  • Student begins the event registration process
  • They can choose the following options for location:
      - On Campus (which includes a checkbox to indicate that the space has already been reserved)
      - Off Campus
  • If they select On Campus they can select the room in a dropdown (which includes all rooms if already reserved or just the available ones otherwise)
  • If they select Off Campus they can enter the location
  • The On Campus not pre-reserved option triggers a room request in EMS where your office can verify the reservation as needed

The EMS integration for rooms reservation only works with EMS instances hosted on their cloud offering. Such instances should offer access to an API in the form of https://schoolid.emscloudservice.com/platform/api/v1 which should be documented at  https://schoolid.emscloudservice.com/platform/api/v1/static/swagger-ui/. On-premise EMS without access to these APIs cannot be integrated with CampusGroups.
You may need to contact EMS to enable the API module on their end. The integration which we are currently running is against EMS v44.1 in case this might be what is causing the API not to be available. I am not actually sure how this works since we have been given access to this API directly in the past.

Please see below the data that is required to integrate with EMS on our end:

  • The integration requires a single user for the CampusGroups platform to make requests to the API. This user should be granted access to the following services:
         - /clientauthentication
         - /rooms/actions/availability
         - /rooms
         - /reservations/actions/create
         - /webusers/actions/search (required only if using the same user id in EMS and CampusGroups, all users in CG are also present in EMS and the EMS web user id should be included with reservation requests)
  • The integration requires a single building id and cannot currently work with multiple values
  • The integration requires a single web template id (based on our understanding this is used to filter out rooms which should not be available through the integration)
  • The integration requires a single timezone id which should match the timezone used in CampusGroups
  • Each group which should be able to book rooms for their events will need to have their EMS group id provided to CampusGroups (groups which do not have a corresponding group in EMS cannot book rooms).
  • The integration only works for single day events
  • The integration requires a single Status ID which is used for bookings
  • The integration requires an event type ID when booking a room, this can be mapped to the event type selected in CampusGroups
  • The integration requires a single setupTypeId which is used for bookings
  • The integration requires a single setupCount which is used for bookings
  • When users create an event the list of rooms which are available based on their selection (date, times and capacity) is pulled from EMS with the webTemplateId which was configured.

When users save their event with one of the rooms selected a request is sent to EMS with the roomId, date, times, setupTypeId, setupCount, the eventTypeId, the event name, the group ID, and the status ID.

To get started please contact us at support@campusgroups.com with the following information:

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