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EMS Web App

Web App is the Student Union’s online space reservation system, used to view availability and request event and meeting spaces, outdoor tabling, and Market Day participation.
Request an Account

To access Web App, you must first have an active account created. Account requests are processed during business hours, typically within 2 business days, so plan accordingly. Do not submit multiple account requests. Exceptions to the request deadlines will not be granted due to not having an active account. You will receive an email when your account is activated.

UNF Students:

An active UNF ID number is required. Student Organization presidents must authorize which members may have Web App accounts for the year by completing the Student Organization Authorized Web App User Form. To change out an organization's existing account holders, the president must submit this form with the updated information.

No more than 3 student members may have Web App accounts for your organization at one time.  Advisors cannot have access, but will automatically receive all reservation emails.

Student Organization Authorized Web App User Form

UNF Faculty/Staff:

An active UNF ID number is required. Do not use the green Request An Account button on the Web App sign on page. UNF faculty and staff who wish to make reservations for personal activities should instead follow the External Users instructions below. Faculty/staff/alumni/external advisors are not permitted to request reservations on behalf of Student Organizations. 

Request Faculty/Staff Account

External Users (including UNF Alumni):

  1. Click the Request External User Account button below.
  2. Complete all required fields and submit. Make note of your email and password entered.
  3. Email su.reservations@unf.edu with your name, full organization name and mailing address, and whether your organization is taxable or tax exempt.
  4. You will receive email notification when your account is activated.

Request External User Account

Change Account Holders

To update your current Web App account holders, UNF Departments and External Groups should email su.reservations@unf.edu. Student Organization presidents must complete the Student Organization Authorized Web App User Form to change its account holders.

Those without an existing Web App account will need to request one following the instructions above.

Log In

To log into an existing account, click the Web App button below for your user type. For assistance, contact su.reservations@unf.edu during business hours. Do not submit Web App account issues to the ITS Help Desk, unless you experience a Microsoft Teams Authentication issue.

Enter your UNF credentials (N-number and MyWings password) and click Sign In. 
 Enter the email and password you entered when requesting your account. 

User Guides

Web App User Guide Market Day Registration Guide

Refer to the guides each time you submit reservation requests. Submissions done incorrectly may have to be cancelled.

Trainings & Tutorials

If you have questions, need help making reservations, or wish to request a group training, contact 904-620-2525 or su.reservations@unf.edu.

Important Reminders

When making a request through Web App, remember the following:

    1. When creating a new request, search for space using the actual start and end time of the reservation (event, meeting, or tabling). If you require extra time before for setup or breakdown, enter this in the Reservation Details section. There will be questions that ask specifically for your requested arrival and departure times.
      For example, if you have a meeting from 7:00 p.m. – 8:00 p.m., and you would like the room starting at 6:30 p.m. for setup, enter 6:00 p.m. in the question box.
    2. All reservation details (furniture, equipment, A/V, dedicated staffing, food/beverage plans, activities, etc.) must be entered in your Web App request.
    3. Food and beverage are NOT booked through the Student Union Administration. You are responsible for informing the Student Union about your intended F&B plans and, after approval, making the arrangements yourself.
    4. Your request will be reviewed by Student Union staff. After initial review, you will receive an email indicating your reservation has been given “Tentative” or “Tentative Shared Space” status. At that point, you are responsible for providing all additional information requested by your Event Coordinator and returning required paperwork by the deadline, in order for the reservation to receive “Confirmed” status. Your reservation is NOT made until it receives “Confirmed” status.

 

  • What is Web App?
    Web App is the Student Union’s space reservation system. Web App is used by UNF Departments, Registered Student Organizations, Greek chapters, and external users to request event spaces, meeting rooms, tabling, and Market Day participation.
  • How do I access Web App?
    You must have an active Web App account granted by the Student Union Administration. See the Request An Account section above for instructions.
  • Can I access Web App from my phone or a certain internet browser?

    Web App is not compatible with smart phones at this time. Use a laptop, desktop computer, or tablet instead.

    Web App works best on Chrome, Safari, Firefox, or Internet Explorer.

  • How do I request a room?

    After logging in, you will be able to search for available spaces. Follow the instructions outlined in the Web App User Guide that was emailed to you from su.reservations@unf.edu. 

  • Why can’t I find the room I want to reserve in EMS Web App?

    If a room is not on the list of available space when you log in, it may be for one of the following reasons.

    1. The room is unavailable. Try searching for another space, date, and/or time.
    2. You do not have reservation rights for that space. If you believe this is in error, contact su.reservations@unf.edu.
    3. You may be using the incorrect Reservation Template. From the My Reservations Template list, choose the template that corresponds to the type of space you’d like to book.
    4. Make sure that your Event Start and End times do not overlap with the Student Union’s internal setup/teardown time needed between reservations.
      • Each space has a built-in window before and after the reservation's scheduled time.
        • Ballrooms: 1.5 hours
        • Medium Meeting Rooms, Auditorium, and Amphitheater: 1 hour
        • Osprey Plaza Tabling and Small Meeting Rooms: 30 minutes
        • Tabling: 0 minutes
  • Why can’t I select a date for next semester or year?

    Spaces are made available one semester in advance on a designated date and time. If you are unable to select a date further out in Web App, then reservations have not opened yet for that semester.

    Timelines for opening will be sent via Osprey Update to students, faculty, and staff and posted on the Reservations webpage.

  • I am a UNF student. Can I book space for myself instead of on behalf of a Student Organization?

    Individual students who book space at the Student Union are considered external users and are subject to External Group rates and policies.

    Only Registered Student Organizations and Greek chapters are eligible to receive student pricing (usually 100% discounted).

  • How do I cancel my reservation?

    You can cancel your entire reservation, or just certain bookings of a reservation, through EMS Web App up until the cancellation deadline. If you need to cancel after the deadline, email su.reservations@unf.edu to request a cancellation (note that penalties will apply).

    To cancel through Web App:

    1. After logging in, click on My Events (on the left side of the main page and select the reservation).
    2. To cancel individual bookings, click the red (-) icon next to the booking to be canceled and follow the prompts.
    3. To cancel an entire reservation, click Cancel Reservation under Reservations Tasks.