25Live Integration for Room Reservations

CampusGroups supports a bi-directional API-driven integration with College Net's 25Live Event Scheduling System.

This integration lets you book a room in the course of creating an event:

• Display available rooms from 25Live in CampusGroups when creating an Event
• Send the room reservation request to 25Live
• Send back the status of that room reservation to CampusGroups

An additional way that you can integrate 25Live into CampusGroups is by having events that originate in 25Live generate matching Events in CampusGroups.

Learn about these two methods below.

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Technical Details about the Feature

CampusGroups to 25Live Reservations

CampusGroups can be used to book/request Rooms for Events in 25Live.

• This is done through Event Creation in CampusGroups but does not require the Event to be created or Approved in CampusGroups

• This process will retrieve the availability status for all rooms in 25Live using the following parameters:

  • Event Start Date/Time

  • Event End Date/Time

  • Requested Setup Time

  • Requested Breakout Time

• The list may additionally be filtered using the following filters:

  • Room availability

  • Room features

  • Room capacity

  • Search (against Space name and formal name)

• Saving the Event updates the 25Live reservation information (and removes the [Incomplete] prefix from the Event name)

CampusGroups to 25Live Events will send:

• The CG id of the event is stored in the 25Live alien_uid field

• Event name (prefixed with [Incomplete] until the event is finalized)

• Event title (no prefix)

• Event description

• Event start date

• Event end date

• Expected number of attendees

• Reservation start and end along with setup and takedown duration if any

• Requested room(s)

• *Organization (provided that this information is available)

• *Information about the logged-in user that requested the room can be stored in a 25Live custom attribute (please provide us the attribute name or id for configuration beforehand)

  • Sends the user first name + last name + email

  • Sends the user's role (if this value has been set):

The integration supports automatic matching of the groups in CampusGroups and organizations in 25Live

This is disabled by default. To enable it, submit a request, and we can enable the feature in your platform, and also configure the mapping under "Rooms" in the Admin general settings.

The matching compares the 25Live "organization_name" to the CampusGroups Group acronym

• Groups acronyms which match the Organization's name (exactly) in 25Live will populate the Group's "25Live ID" in CampusGroups automatically

• This process does not alter Groups in 25Live in any way

• This process does not automatically create new Groups in CampusGroups. Only groups that already exist on both ends will be matched.

Approving the Reservation

When the user filling out the "Create an Event" form selects the room as part of setting the location, the booking in 25Live is created instantly with a "pending" status.

Once the status for that room is updated in 25Live, it will be visible from the Edit Event and Book a Room panel in CampusGroups:

• Green = Confirmed
• Yellow = Pending/Tentative
• Red = Rejected

Reserving Multiple Rooms

Multiple rooms can be booked for a single Event

• Events created as Recurring Events will create multiple occurrences of the Event
• Each occurrence's date will appear (in 25Live) as a tab in the Rooms selection window and each occurrence may have its own room selection

Canceling a Reservation

Reservation Requests can be canceled through the Book a Room selection panel by removing the Booking

• This will remove the room or room request from the event in 25Live (this may take up to 30 minutes).
• Additionally if the last room is removed from the event the event is deleted from 25Live.
• This does not require Saving the Event.

Deleting a Reservation

• Deleting an Event in CampusGroups will cause all room requests and reservations for that event to be removed from 25Live and will delete the event from 25Live.
• Deleting a Room in 25Live will cause the Room and all associated reservations to be removed from CampusGroups.

Importing Events from 25Live into CampusGroups

When importing events from 25Live to CampusGroups, you can set this up to create and update events from 25Live on a scheduled basis, or to only create events (but not update them). You do this through the setting for "Update imported events."

• If enabled ("yes"), certain fields display as locked (event name, event type, event dates + times, and location). These fields (and only these fields) will always reflect the content in 25Live.
• If disabled ("no"), all event fields can be edited in CampusGroups. If the data changes in 25Live, it will not overwrite your edits in CampusGroups.

Fields in 25Live which are used to create Events in CampusGroups

• Event type: R25:event_type_id
• Status of the Event, Approved, Pending, Canceled: R25:state
• Event start date and time: R25:init_start_dt
• Event end date and time: R25:init_end_dt
• Event description: R25:event_text where r25:text_type_id is "1"
• Event name: R25:event_name
• Event location: r25:space_reservation elements are used to identify the location(s=

Deleting an Event in 25Live will cause the Event to be removed from CampusGroups.

Detailed Capabilities

• The integration refreshes Space information every 5 minutes from 25Live
• Spaces will update in CampusGroups for events pushed from CampusGroups or pulled from 25Live
• Only rooms which the 25Live API user is allowed to schedule (using the "can_schedule=T" API filter) are retrieved
• The room name, formal name and max capacity are retrieved
• The image associated with the layout of the room is retrieved
• The Space Partition is used to identify the building of the room. This can be replaced by GPS coordinates provided that two custom attributes named "Latitude" and "Longitude" are made available in 25Live
• Space Features are retrieved and indexed to use for filtering purposes
• Spaces which are no longer present in the results returned by 25Live are removed from CampusGroups

Common Questions

Q: How are Hosts notified when their Reservation or Event are approved in 25Live?

A: This should come from 25Live itself. The CampusGroups platform is unable to send notifications or emails when Approvals or Denials are completed in 25Live.

Q: If 25Live admins change a Booking for a Single Event as part of a series of Recurring Events, what gets updated in CampusGroups

A: The specific Event for which the Room Booking is updated for in 25Live will be updated in CampusGroups.

Q: What are the best practices for notifying requestors and administrators a room booking is Approved or Denied

A: Adding your 25Live Administrators to a Workflow Step to Approve in CampusGroups is a best practice for notifying the Event Hosts and Administrator Approvers for the Event of a Room Reservation Status.