25Live is Stanislaus State's space scheduling and event request submission platform.
Here is a list of the many capabilities that 25Live offers:
- Check locations for availability
- Submit event requests for review of success and safety
- Publicize your event on University Events Calendar and internal communications
- View all events taking place on campus
- View detailed location information, including photos and layout diagrams
- Request locations to be unlocked
- Request Parking Lots for use during an event
- Request Alcohol Beverage Service for your event
- *NEW* Request OIT Work Order equipment and services
- Enter 25live.collegenet.com/pro/csustan into your web browser (Google Chrome works best).
- Click the “Sign In” button in the upper right-hand corner.
- A new web page labeled “Logging in to CollegeNET, Inc.” will display.
- Sign in using your Warrior ID credentials.
25Live works best when using Chrome; users may experience issues when using other browsers.
- Anyone with a Warrior ID is able to find information listed in 25Live using the link on the campus website.
- University faculty, staff, and students with a valid Warrior ID can log in to view location and event information and make requests.
- Groups of users have different permissions regarding reserving specific space on campus. Please see “Who can make reservations in 25Live” below for more information.
- Staff and Faculty have immediate permissions to make event requests based on their status in the active directory.
- If you are a staff or faculty who used to be a student on campus, the status needs to be manually updated by the 25Live Administrator before you are able to make full event requests. Please contact the 25Live office to complete this.
- Students:
- Students have immediate access to create "Express Scheduling" requests for a limited number of spaces on campus for studying or to attend an online course.
- Student Event Coordinators who are part of a Student Organization who have completed their Student Leadership and Development training have access to create event requests
- Student Assistants in a department who need access to create event requests can input a security request. See "How do I grant Student Assistants access to make event requests" below.
- Students who need to create an event request as a requirement for an academic class will need to coordinate with a faculty or staff member in their department. This person will enter the reservation on their behalf and act as the Event Owner.
Student Assistants who need to create event requests in 25Live on behalf of a department can gain access via the following process:
- The student must first log in to 25Live using their Warrior ID so that their user information will populate in the 25Live database.
- Next, the student’s supervisor must complete a “Security Request Form” through the myStanState portal.
- After receiving this request, the 25Live Administrator will update the student’s security settings.
There are many factors that go into ensuring the event schedule is ready for opening such as: academic course scheduling, maintenance and updgrade scheduling, and priority scheduling for departments that have priority over certain spaces. Event requests terms are typically made available on the below schedule:
- Winter/Spring Term (Jan 1-May 31) opens beginning of November
- Summer Term (June 1-day before Fall semester) typically opens beginning of April
- Fall Term (first day of Fall semester-Dec 31) typically opens middle of May
An announcement is sent out to campus a few weeks in advance to notify of the date and details that the term will be opening.
If you are aware of an event that is happening during the next scheduling term that should take priority, please complete the "Future Event Request Form" in advance.
- If you see a “Private” listing highlighted in blue and purple on the calendar, this means that an event is being created for that location, date, and time and is currently unavailable to select.
- "Private" sometimes shows for old locations or resources that are no longer used, so they are no longer visible or selectable.
- If you need to know more information, please reach out to 25Live@csustan.edu.
- University entities who wish to co-sponsor an event with an off-campus organization will need to contact the University Events Department to complete the documents needed for approval.
- The University entity will be responsible to submit the 25Live event request and ensure all proper documents, forms, and services are secured for a successful and safe event.
- All off-campus organizations are required to submit a Certificate of Insurance.
- There may be a fee associated with reserving locations for a co-sponsored event; this will be determined by the University Events Department.
- The University entity may submit a Facility Use Fee Waiver Request, which must be approved by the Vice President of Business & Finance (VPBF). Please complete this form and turn in to University Events, who will review with the VPBF.
- In instances where either party of the co-sponsored event stands to make a profit, the Facility Use Fee Waiver will not be permitted.
For more information on co-sponsored event requests, please review the Facility Use Policy and the University Events Department.
25Live does not currently have a feature to log out of the system. One solution to this problem is to close all tabs and clear your browser cache, which should sign you out of the system.
To view a full list of events scheduled:
- Log in to the 25Live Pro system
- From the "More" menu go to the Availability option
- Select the appropriate public location search from the drop down menu
- Select the date that you are interested in viewing
To find a specific event request:
- From the dashboard in the "Quick Search" widget, enter the Reference ID or the title of your event request in the "Search Events" box
- This will take you to the search page, where you can see event requests in a list or calendar view, and can choose to see future or past event requests
- Once you see the event request you are interested in, click on the event title to take you to the event details page
To find all events planned by a specific organization:
- Go to the search page by clicking on "go to search" in the upper right hand corner
- From the first drop down menu, select "Events"
- Change the toggle over to "Advanced"
- Click on the "Add Criteria" button
- Scroll down to "Organizations"
- Select "Specific Organizations"
- Click on the "Edit" button and search for the organizations you'd like to include
- Select the organization and click "done"
- Then click on "Search"
- Once the search results populate, you have a few options to view in "List" or "Calendar" format, "Future Only" or "All Dates"
There are many ways to search for available locations:
- “More” menu > Availability option shows a full list of what is scheduled on the Turlock campus for a specific date. Select the date you would like to view and ensure “Turlock Campus Locations” is chosen from the drop down menu.
- "Quick Search" for a location by entering the name on the “Search Locations” box on the dashboard.
- “Go to Search” botton in the top right corner > select “Locations” on the drop down menu> enter the location name, or select a dropdown search. You can also click on “more options” to add additional parameters to your search, such as room types, features, etc.
Once you find a location you are interested in, click on the location to open a new window with just that locations information. Then go to the “Availability (Daily)” tab to view a one month availability view for that specific room. You can also view more details, including photos and approved layout options, on the details tab.
When you find a location that you would like more information about, please click on the name of the location (which should be highlighted in blue) and a new screen will pop up specific to that location.
There will be more tabs to view different information about the location:
- Details: This view shows layout information, location comments, photos, available layouts, location features, etc. To view the specific layouts, click on the diagram icon or the photograph icon. You can then click on the diagram or photo and it will bring the image up in its own window. You can print the layout diagram to submit with your Facilities Services Work Order.
- List: This view shows a list of events happening at the location within a certain date range that you choose.
- Availability (Daily): This view shows events in an "availability calendar" day by day. You can choose the date range, which can be very large. You can also choose which days of the week to view.
- Availability (Weekly): This view shows availability week by week, side by side. Choose the dates of the first week you'd like to view, then pick the subsequent number of weeks you want to view after. You can choose which days of the week you would like to see.
- Calendar: This view shows events happening in a calendar view.
There are several ways to find events that you have requested:
- From the Home page dashboard, enter a keyword or reference number in the “Search Events” box
- From the Home page dashboard, click on “xx events in which you are the requestor” under the Your Upcoming Events box
- “Go to Search” button in the upper right-hand corner, select “Events” in the select object dropdown and click on “Saved Searches (optional)” and scroll down to find “Events You have Requested”
- Find your email confirmation with a link directly to your event request
- The event request Reference ID includes a four-digit number (the year the event was created) followed by a dash and a six-letter combination.
- The Reference ID can be used to search for specific event requests more efficiently; simply enter the Reference ID into the Quick Search box on your 25Live Dashboard.
- Please always refer to your Reference ID when requesting that a change be made to your event request, as this is the best way to ensure that the proper event request is accessed.
- Edit Details: If you need to edit your event request details, find your event request again and go to the event details page> click on “Edit this Event” near the top right, which will take you back to the Event Form to make your changes.
- Edit After Conformation: Once the Event State has been changed to “Confirmed,” you will not be able to edit the event request. If you need to make changes to your event request after it has been confirmed, please contact the scheduler listed on your request to make any necessary changes (see instructions below "How Do I Email from the 25Live System?").
- Event requests that have been confirmed have been reviewed by the location approver and Scheduler for accuracy and completion.
- If you need to change any information listed in the event request after it has been confirmed, please reach out to the Scheduler listed on your reservation. Your Scheduler can revert the Event Status back to “Tentative” so you can make the necessary changes, or they can input the changes for you. Remember to include your event’s Reference ID when contacting the Scheduler.
- If you are trying to edit your event and you receive an error stating that it is "Locked," it means that the event is already being edited in the Event Form by another user.
- The only people who have the ability to edit an event are the Event Owner and the campus Schedulers. If you are unable to get ahold of your scheduler, please contact 25live@csustan.edu for assistance.
- From the event details page, click on “More Options” > “Email Event Details”
- Click on the "To" box next to the scheduler name (this is auto-populated)
- Type your message in the message box
- Select “Include Event Details in Body of Message” under the message box
- Click "send"
A cancelation is only needed if your event is NOT happening on a specific date. If the date, time, location, or other details need to be changed, please edit your current request instead of canceling it and creating an entirely new request.
- To cancel the entire request or one date within your request, you can go find your request again and select "Request Cancellation". It will prompt you to input a reason for cancellation and will forward to your scheduler.
- If you are unable to find the "Request Cancellation" button, please email your scheduler with the instructions above.
Note: It is your responsibility to contact any campus service providers separately. If you are unable to get ahold of your Scheduler, please contact 25live@csustan.edu for assistance.
- Go into your event details and click “More Actions.”
- Hover over “Print a Report for this Event" in the dropdown menu.
- Choose “Event Confirmation (Related)” if you have related several events together or just "Event Confirmation (Detailed)"
- A new tab should pop up stating, “25Live is preparing your report for download." Please note: pop-up blockers must be disabled in order to print reports in 25Live.
- Once your report has downloaded, it will show up at the bottom of your screen.
Updated: October 09, 2024