FAQs
25Live is used for scheduling courses, meetings and events. The expectation is that all space scheduling will occur through this platform. If there is a meeting or event space that you cannot find in 25Live please reach out to conferenceservices@xavier.edu or if there is a classroom that you cannot find in 25Live please reach out to xureg@xavier.edu.
To sign out of 25Live please close your browser. Log out will occur at that time.
The location may not be configured for Express Scheduling. There are a limited number of Express Scheduling rooms, which require no approval and are available to book in an ad hoc feature. These are most commonly group study rooms.
Express Scheduling events have a 2 hour per event limit, 4 hours per day, and 10 hours per week total limitation to allow for a variety of students to utilize the spaces.
This can happen if two users are trying to create events concurrently, or due to timing/logging users. If this persists, please contact Events and Conferences for assistance.
Express Scheduling is intentionally more limited in some capabilities. Some edits may require cancelling and recreating the event.
An approver, scheduler or requestor has the event open in another browser session, there's a lock mechanism to prevent simultaneous edits.
Please try different search terms. If you continue to have issues, the location you are searching may not be available in 25Live or this could be due to system configuration. Contact Events and Conferences to inquire how to reserve meeting or event spaces. For classroom and lab space inquiries, please contact the Office of the Registrar.
By default, many publication feeds only include the next 6 months of events.
Chartwell's, XU Classroom Tech and Plant will receive notification of your scheduled event. However, as a best practice and to confirm your event items, please contact the appropriate office.
At Go Live, 25Live will not integrate with Outlook. Individuals wanting to send an Outlook meeting request will need to access 25Live to reserve a meeting space prior to sending the Outlook meeting invite that will indicate the reserved space.
A. Please submit requests as far in advance as possible and allow approvers at least 72 hours to review your event requests prior to following up. Event requests submitted less than 72 hours prior to start time, may not be accomodated.
B. When a request has been submitted, an email confirmation is sent to the requestor, noting that the request is tentative. Simultaneously, notifications are sent to location approvers.
C. Once the event is reviewed, another email confirmation is sent to the requestor, including approval, denial or review status. Events are not confirmed in any other way. More complex event requests may take longer to process and may include additional steps or follow up from location approvers.
To quickly find your event requests, view the "Your Upcoming Events" box on the Home dashboard. To view more detailed information, click on "Event in which you are the requestor" and more detailed listing with a quick link to the full event details will display. You may also look up your event reference number.
Each event in 25Live is assigned an event reference number that is specific to your event. The event reference number is located on your event confirmation as well as the subject line of the email you received with your attached event confirmation. Given the tremendous number of events in the system it is much easier for a location or resource approver to identify your event by the event reference number. Please keep note of this number and refer to it in email or phone conversations with your event approver.
To identify the individual(s) who will be approving your event, you will need to search and find your event in 25Live, open the event details and select Task List. This will expand information to display who is "Assigned To" the outstanding task needing approved or denied. When contacting one of the individuals, please be sure to include the event reference number.
You can go into your event at any time to adjust. Please note, that any changes (even by 1 minute) will result in your event moving back to a tentative status and all required approvals will repeat. Last minute changes may not be accomodated.
As the requestor you can make minimal changes to your event when in a tentative status. You can do this by searching for and opening your event. Then click on "Edit this Event" which will open the event creation screens. You can then make the necessary changes and save your event. Some changes require a new approval and will be routed to the appropriate individuals once the event is saved again. To change event details that you do not have access to, contact the event approver.
Events in 25Live cannot be deleted. However, to cancel your event click "Your Upcoming Events". Select the event you would like to cancel, once inside the event there is a drop down box next to "edit event". In the drop down box select cancel, once you do that the system will cancel your event and the space you requested will no longer be reserved.
Cost center codes are only required if you department/organization is using spaces in Cintas. Faculty and Staff, if you do not know your code please reach out to the person in your office/department that manages budgets. Student Organizations if you do not know your cost center code please reach out to your Treasurer or the Office of Student Involvement.
If you have a member of your department leave the University please fill out an IT Ticket for 25Live here: https://services.xavier.edu/TDClient/58/Portal/Requests/ServiceDet?ID=152
You can make note of the employee who left the University so we can remove them from the security group. If you need to add a team member please fill out the same ticket with the information of who needs to be added.