Mike, 
That's very helpful, thanks.  It would definitely be easier if the rooms could be dedicated to one booking system or the other, but I'm not sure that's going to happen anytime soon. 
I had noticed the Outlook concept.  We will take a closer look at that.  
Cheers, 
Margaret

-----Original Message-----
From: Code for Libraries <[log in to unmask]> On Behalf Of Mike Paulmeno
Sent: Tuesday, October 17, 2023 12:32 PM
To: [log in to unmask]
Subject: Re: [CODE4LIB] LibCal/EMS integration?

Margaret,
	We've had a similar issue in the past.   The college at large uses EMS, but it has never worked for the library.  The way our EMS instance is set up, one has to make a booking at least 24 hours in advanced, while students typically reserve our group study rooms the same day they use them.  Prior to 2019, our IT department maintained a custom application which allowed students to book group study rooms in less than 24 hours.  I believe it used an EMS API, although am not 100% sure.   Eventually we replaced it with LibCal, which is accessible from our web site

There are two ways we handle situations such as yours.  First, some of our bookable rooms are only in EMS.  We consider them "meeting rooms" for use by faculty and staff as opposed to the other "group study rooms" which students will use and are only in LibCal.  As a result the college has a few spaces where administration, faculty, and staff can book meetings without interfering with students.  Although we only have one location, the meeting rooms are mostly located on the fourth floor so people don't confuse them that much.  All reservable rooms in the library also have digital door signs with the ones outside our group study rooms being white (iPads) and the others being black (Crestrons).   If, for some reason, a campus group needs to reserve a group study room on a regular basis or in advanced they can reach out to the library's administrative assistant who can do so on their behalf.

However you specifically mention an API so I'm guessing your looking for a technological solution.  LibCal's API does allow one to create space bookings.  We considered going this route, but I believe it requires some custom work on the EMS side, as that system does not natively integrate with LibCal, which may cost money.   It was cheaper and easier for us to just maintain separate systems, but in your case it may be worth pursuing a custom integration.  Alternatively, both EMS and LibCal can sync with Microsoft Exchange/Outlook.   The latter is a two-way sync (see here for Springshare's documentation: https://urldefense.com/v3/__https://ask.springshare.com/libcal/faq/2043__;!!C5qS4YX3!FggixGL0Wtlyu36MZCF7VrxOuS_2zgdj6Ut2qqh73ZKvpiHmQsWyFPqudIAAaF1D8XmqMjZDluXaT1WpF8ubKI9V7pyq4Rm45Q8$ ) meaning if your campus uses Outlook you could experiment with putting some or all of your rooms into it and using it as middleware.   So if a room is open, someone could make a booking in EMS and it would show up in LibCal with no intervention needed.  At least that's how it seems to work in theory.  Unfortunately I can't speak from experience here.

Best,
Mike

-----Original Message-----
From: Code for Libraries <[log in to unmask]> On Behalf Of Margaret Alexander
Sent: Monday, October 16, 2023 6:42 PM
To: [log in to unmask]
Subject: [CODE4LIB] LibCal/EMS integration?

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Hi all,

Our university uses EMS for room bookings, and during COVID they started scheduling some of the rooms in the library using EMS.  We use LibCal for our own room bookings, and unfortunately due to security we cannot simply share the EMS info into LibCal, and are resorting to manual typing in each appointment to LibCal to be able to keep track.

Has anyone used an API or other way to get EMS bookings into LibCal?

Thanks!
Margaret

Margaret Alexander | Core Systems Librarian (she/hers) University of Oregon | Libraries Knight Library | 1501 Kincaid St 97403-1299
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