25Live Pro

25Live Pro is the classroom and event scheduling tool used by the Office of the Registrar.  Access to the tool is granted by that office.

25 Live Pro

1. Open an internet browser and navigate to https://25live.collegenet.com/pro/uark.

2. Click the Sign In link and enter your UA login and password.

3. Click the Go to Search link. Or, click on the More link more icon for a drop-down menu and click on Search.

4. Select Events from the Search screen.

NOTE: If you know the specific class you are search for, enter the class in the Enter Event Search box. Example: Enter the class subject, catalog number, UACLass number and Term if you are searching for a specific class; CDIS 5133 002 7835 1196

assigning a room

5. If the UAClass number is unknown, enter the known information and click Search. Narrow your search by clicking More Options and selecting a cabinet and organization. A list of classes is generated.

6. Click on the class to select. The event opens in Details view.

7. Click on Edit Event to open.

8. Click on Event Locations in the summary box.

9. If you know the room that is to be assigned, click on the Search by Location Name box and enter the room number. There should be no space between the building code and the room number.  NOTE: Verify that the Show only my authorized locations that have no time conflicts and the Enforce head count boxes are selected.

edit event locations

10. Click Refresh.

11. If the room is available for the class, a green check mark will display.

12. Click on the room to select it. The room should display on the right side of the screen.

13. Click the Save icon at the bottom of the screen OR at the top right side to save the room assignment.

14. When the Save is completed, a new dialog box appears - click Send vCal Counter/Reply to move the room assignment from 25Live Pro to UAConnect.

15. Click OK to continue.

16. A new message appears at the top of the screen confirming that the event has been saved. Click the Close icon to close the event.

assigning a room

 Binding Academic Classes

Classes that are bound will have the same location assigned. The classes may occur at the same, or different dates/times.

The following rules govern bound classes:

1. All occurrences of all classes in a bound event set must be assigned the same location regardless of dates or times.

2. Changing the assigned location of a class in a bound set automatically changes the location assignment of all other members of the set to that same location.

You can bind events by choosing Manage Bindings from either of two places in 25Live Pro:

1. From the Summary of More Event Options displayed when you finish creating or editing an event in the Event Wizard.

2. From the More Action menu for an open event.

To Create or Add Classes to a Bound Event Set

1. Access the Manage Bound Events window.

2. Open an Event in the Details view and choose Manage Bindings from the More Actions menu.

manage bindings

3. Click the Add Events to Set button to the set or create a new set. In the Manage Bound Events window, the title informs you if this even is a bound event set.

4. Use the keyword search field to find event(s) you want to bind to the current event or set.

5. Click the box to each even you want to bind.

6. Click the Add Selected button.

NOTE: If you wish to add more classes to the set, click Add Events to Set and select additional classes.

7.  If you need to remove a class from a bound set, click Remove Events from Set.

8. Click Close.

9. To verify that you have bound the classes as intended, open one of the classes in the bound set. The bound events are listed on the Details View in the Event Relationships area.

event relationships

10. Information is also available by click Edit Event.

11. The bound reservations show in the Selected Locations area.

12. Click Save.

13. Navigate to the Search page. The room assignment shows for all classes in the bound event.

room assignment

binding academic classes

1. Open an internet browser and navigate to https://25live.collegenet.com/pro/uark.

2. Click the Sign In link and enter your UA login and password.

3.  Click the More link.

4. Click 25Live Scheduling from the drop-down menu.

select from drop-down menu

5. Desktop and mobile views are displayed.

6. Click the button for selected view.

7. If you are working on a desktop computer in mobile view and want to return to the desktop version, click the Desktop Version link at the bottom of the screen.

changing the view

1. Open an internet browser and navigate to https://25live.collegenet.com/pro/uark.

 2. Click the Sign In link and enter your UA login and password.

3. Click on the Event Form button from your Home page.

The Events Form

NOTE:  Use either the scroll bar to navigate up and down or click on the left-hand menu to navigate to the next heading.

Required fields are noted in the title. If any required fields are left blank, the message "Events cannot be submitted unless all required fields are completed." displays.

4. Type the name of the event you are creating in the Event Name field. Use a name that is relevant.

5. Event Title is optional.

6. Select Other from the Event Type unless you are given a different type by your supervisor or Central Scheduling Office.

7. Enter the Primary Organization for this event. Select Central Scheduling Office unless you are given a different event type by your supervisor.

8. Enter an Event Description.

9. Enter the Event Date and Time. If this is recurring, uncheck the box This event begins and ends on the same day. NOTE:  The To date should be the same

10. Enter Additional time  for setup, takedown, pre or post-event time as needed. The Reservation Start and End dates/time adjust based on information posted. The Reservation Duration box will update for the additional time.

11. Click the Repeating Pattern button.  The Pattern Picker dialogue box will open. Select from the list in the drop-down menu. 

 12. Select the appropriate option for how the event Repeats. An additional dialoge box will open based on your selection.

13.  Select the days for which the event will occur and the end date for the event. Click the Select Pattern button.

14. A new Repeating Pattern calendar will appear with the dates selected highlighted. Click the View All Occurrences button.

15. Verify the dates/times are correct. Click Close to close the window and return to the event.

16. Select the Event Location.

16.1 Click Reset button to start  a new search.

16.2 Select the Hide Locations with conflicts and Enforce head count check boxes.

16.3 If you know the specific room, enter a building name and/or room number in the Search Location field. There are no spaces between the building code and room number.   If the exact location is know, skip to step 19.

16.4  If you have Saved Searches, click the drop-down arrow and select a Saved Search.

16.5 Event Resources and Event Custom Attributes are not used at this time. Click Next to continue.

17.  Click on the More Options button.

18. Select the Features, Layouts and Capacity needed for the event. Click Done when selections have been made.

19. Click Search.

20. Click the Request button to select a specific room from the room list.  The Request button will be replacedd with a message "Added below".

16. Select Other as the category for this event, unless directed by your supervisor.  This defaults from a selection earlier in the process.

17. Click Next.

18. Add Event Comments and Notes.

NOTE: Event Comments can be seen by anyone that opens the event in 25Live. Internal Notes can only be seen by individuals in the approval chain and/or the event creator.

create an event notes and comments

19. Verify or Change the Event State. The system will default to Tentative. Use Draft or Tentative unless directed by your supervisor.

IMPORTANT: Select Draft if you have entered most of the information needed. You may finish entering your information later. Draft events are not in the workflow for approval and specific room requests may not be saved. When the Draft is reopened, verify that the room initially requested is still available. Enter additional changes and select Tentative.

20. Verify information by checking the summary on the left side of the screen.

21. Click Save. This may take several seconds for the event to save.

22. A new screen displays when the event is successfully saved.

23. Click the Close button to close out of the event.

create an event pdf

1. Open an internet browser and navigate to https://25live.collegenet.com/pro/uark.

2. Click the Sign In link and enter your UA login and password.

25 live pro login page

3. Enter your username and click Next. Enter you password and click Sign In.

microsoft login        microsoft password

Your security profile determines what you will be able to access in 25Live Pro.

logging in to 25live pro

 The consistent navigation component on every screen and view in 25Live is the top navigation bar. Return to this area to access the main areas of the application, search, and visit other Series 25 applications.

  • 25Live Pro - the link to return to your home dashboard
  • Event Wizard - a direct link to the online form used to create events
  • Tasks - link to the Tasks section where you can search for tasks, complete your tasks, and create new tasks.
  • Welcome - This message indicates the name of the currently logged in user
  • More - An expandable menu that provides you with additional links and options
    • Users can set preferences (edit your contact info, add email signature)

Additional Navigation Elements

Just under the top navigation bar, there are additional navigation elements to help you quickly get to sections.

  • Go to search - This link takes you to the main search screen where you can search for events, locations, resources, organizations and tasks.
    • Take advantage of search - with three modes (Quick, SeriesQL, Advanced), it's often faster to search for what you need rather than to browse.
  • Recently Viewed - This drop-down menu contains a list of the last objects (event, locations, resources, and organizations) you've viewed in this session.
    • Near the top navigation bar's search box is a recently viewed drop-down menu that will show objects you have viewed within the current session.
  • Use Multiple Browser Tabs - 25Live Pro allows for multitasking in multiple browser tabs. You can also open events, locations, resources, reports, and any other objects in multiple browser tabs for convenience.
  • Expand panels - Look for the chevron symbol chevron in panels to indicate that content can expand or collapse.
  • Look for drag and drop features - Many areas of 25Live Pro, such as the home dashboard and availability views provide opportunities to quickly drag and drop objects where you need them.
  • Utilize inline editing - The event details view offers convenient inline editing features.

Access Your Favorite Objects and View Faster by Customizing Your Dashboard

The best way to improve your productivity in 25Live is to customize your home dashboard. With smart customization you can quickly create events, access starred/favorite objects in one click, and quickly access saved searches.

25live customized dashboard

25live pro navigations

1. Open an internet browser and navigate to https://25live.collegenet.com/pro/uark.

2. Click the Sign In link and enter your UA login and password.

3. Click Go to Search link.

4. Select Events in the Select Object box.

5. Enter the event title in the search box and click Search.

6. Click the Name link for the class, expanding the event.

search and cancel event

7. Click the Edit Event link.

NOTE: The event opens in the Details view. Other options are listed across the screen. Access to these are based on a user's security.

8. Click the View All Occurrences button.

view all occurrences button

9. Click on the drop-down arrow in the State box and change the Status to Cancelled.

NOTE: If the room has not been asigned, you may cancel a single occurrence by  clicking the Remove link.

cancel occurance or remove occurrence

10. Click Close at the bottom of the screen to close the window.

11. Click Save.

12. To verify the cancellation, select the Occurrences link. The cancelled occurrence will show in the expanded view. An occurrence that has been removed will no longer show in the list.


cancel a single occurrence for event with multiple meetings

1. Open an internet browser and navigate to https://25live.collegenet.com/pro/uark.

 2. Click the Sign In link and enter your UA login and password.

3. Click the Go to Search button.

4. Select Events from the search screen.

NOTE: If you know the specific class you are searching for, enter the class in the Enter Event Search box.  Example: Enter the class subject, catalog number, UAClass number and Term if you are searching for a specific class: PSYC 2003 001 2264 1203

search event

5. If the UAClass number is unknown, enter the know information and click SearchNarrow your search by clicking More Options and selecting a cabinet and organization. A list of classes is generated.

6. Click on the class to select. The event opens in Details view.

7. Click on Edit Event to expand.

8. Click on Event Locations in the left-hand navigation.

9.  Click Reset to clear any previous searches.  Ensure the Hide Locations with Conflicts and Enforce Headcount boxes are checked.

NOTE: If you know the room that is to be requested, click on the Search Location box and enter the room number. There should be no space between teh building code and the room number.

 event locations options

10. Click Search. A list of rooms meeting the criteria will display.

11. Click the Request button to select the room.  If the room is available for the class, a message will display  that it has been Added below.

request

12. Click Save. The Save button will change to Saving and may take several seconds to complete.  The user can shoose where 25Live will revert once the event is saved. Go to Event Details is the default setting.

13. To confirm the requested space is no in workflow for approval, click the Occurrences link from the Details page.

14. The Occurrences view displays HILL0202 is awaing approval.

 verify workflow

requesting a room

1. Open an internet browser and navigate to https://25live.collegenet.com/pro/uark.

2. Click the Sign In link and enter your UA login and password.

3. Click on the Go to Search button and select Events from the Select Object drop-down menu.

4. A new screen opens where you may search for events by using a Keyword, by clicking the More options drop-down menu or by clicking the toggle button to Advanced. Enter the information known about the event and click Search.

5. The search results appears. The results may be viewed in a List, or in a Calendar view by clicking on the link for the desired view. The All Dates option will take several minutes to load and is NOT recommended.

6. Click the Calendar view to select the specific dates you wish to view.  Select the number of weeks from the Weeks drop-down menu.

7. Click the Date Range to select specific dates in a given month. You can move forward or backward by using the arrows at the bottom of the screen.

 calendar view for event search

8. To view more detail on a specific event, hover over the event and a summary of the event will appear.

9. Click the link for the event and the view expands to show all details. NOTE: There may be more options available based on your security access in 25Live Pro. Click on Edit Event or More Actions to open more options.

 more options and edit event buttons

10. Click More Actions to view new options.  A user may not have access to every option listed. However, all users should be able to add the event to Favorites by clicking on the Star and to e-mail the event.

   search for an event video    search for an event

 

1. Open an internet browser and navigate to https://25live.collegenet.com/pro/uark.

 2. Click the Sign In link and enter your UA login and password.

3. Click the Go to Search button.

4. Select Locations in the Select Object drop-down menu.

5. Enter the facility or facility ID in the Enter Locations Search and click Search.

NOTE: For a more specific search, click More Options to search by Categories, Features, Layouts or room size.

6. Click the Features link.

7. Select the features needed for the facility search needed for the specific classroom(s). Features with an X are no longer active. Selecting an inactive feature will generate a list that may be no longer valid.

location search

8. Click Done when all selections have been marked.

9. Enter the lowest number seats and the highest number of seats i n the Capacity area to search for a location with a specific seating capacity. Click Search.

10. Click the room name in the Name column to view the classroom specific detail.

11. Click the Details tab to view events scheduled in the room.

12. The List tab will have a list of events scheduled in the room.

13. The Availability (Daily) and Availability (Weekly) will show events scheduled in a room and the times the room is available for scheduling.

availability dates

14. The Calendar tab shows events scheduled in a room for a specific time period.

15. Click the Dates link to select a specific time period.

NOTE: It is not recommended to search by Calendar view for academic classes. The search will generate multiple events in the calendar box and may take an extended amount of time.

16. To close the Details/List/Availability/Calendar view of teh room, click the Go to Search button at the top of the page.

17. If the search contains the rooms that are needed, save this search by clicking on Save As.

18. Enter a name for the search.  If you plan to use this search for creating and running a report, verify Yes is selected to Add to starred search.

save as a starred search

19. Click Save Search.

20. The search should now show in your Starred Location Searches. To verify, click on the 25Live Pro link at the top of the screen.

21. In the Desktop view, click the drop-down arrow in Your Starred Location Searches box.

search for a location

 Emails concerning event details can be sent directly from 25Live Pro.

1. Open the event and click on the More Actions drop-down menu.

send email more actions drop-down menu

2. Click on Email Event Details.

NOTE: If the email recipient is already in the Related Recipients list, click the box beside the name.

3. Click the To link to open the search box.

4. Enter the name of the email recipient; one or more names will appear in a list with a box beside the name.

5. Click in the box to select a person in the list.

6. Click Done.

7. If the email is for an event confirmation, check the box to include an iCal file.

ical file and event confirmation

8. Compose your message in the message area.

9. Click Send. A confirmation message appears when the message has been successfully sent.

10. Click OK to close the confirmation message.

sending email from 25live pro

 

1. Open an internet browser and navigate to https://25live.collegenet.com/pro/uark.

2. Click the Sign In link and enter your UA login and password.

3. Click Locations from the Select Object drop-down menu.

4. Enter the building code in the Quick Search box.

5. Click on Availability.

6. Options include room(s) selected, date selected and the selected view. Users may create a room search and save it to their Favorites to view rooms in more than one building. In this view, availability is for one day.

availability criteria

7. Click on the Room link to view multiple days for a specific room.

8. Click on Availability (Weekly) to view the availability of a room for a full week.

availabiity view example

using availability view