One request connects the room reservation, facilities work orders, and IT support.

Room bookings began with a two-part fillable PDF emailed to the facilities team. Staff then reserved the room in Eptura, created an A/V ticket for IT, and created facilities work orders for room setup.

The request already contained much of the information those teams needed, but someone still had to interpret it and carry it into each system. Booking the space and arranging the work to prepare it depended on that manual coordination.

The bottleneck was the handoff between the request and the systems used to fulfill it. Digitizing the PDF would only address the intake step; the larger opportunity was to connect room availability, event details, room configuration, facilities work, and IT support.

The workflow also needed to reflect how rooms are used. Setup and teardown require time outside the event itself. Combined spaces occupy multiple physical rooms. Equipment already installed in a room is different from equipment IT needs to deliver. Those distinctions needed to be part of the process.

I built a custom web application that collects the event requirements in one place and connects the submission to Eptura and Freshservice.

The form captures event details, date and time, requester and host information, department, attendance, room and layout, A/V needs, and supporting notes. Users can view availability and choose supported room configurations before submitting.

On submission, the application records the request, checks for conflicts, reserves the room in Eptura, and creates the applicable Freshservice requests. Facilities receives setup and breakdown work orders, with event-support requests added when selected. IT receives an A/V request when the booking calls for requested equipment, presenter coordination, or specified technical setup support.

Booking and service-request references are retained together, giving the requester and support teams identifiers they can use to follow up.

These controls make the automation practical across several systems that can fail independently.

Authorized administrators can create, rename, describe, categorize, and archive A/V options, assign them to rooms, and mark them as already installed, requestable, or unavailable. They can also change option order, supporting notes, dependencies, and supported Freshservice equipment mappings.

Combined-room A/V configurations can derive their equipment from member rooms or use an explicit configuration. Updating an individual room can therefore flow into the combined configurations that use it.

The department/program dropdown is also editable through administration, including adding, renaming, removing, and reordering choices.

These supported changes are saved as application data. Staff can keep equipment and department information current without editing source files or deploying a new version. Room identities, integration credentials, and broader workflow changes remain separate implementation concerns.

Requesters can retrieve a booking using its confirmation number and booking email, then update supported planning details before the edit cutoff. Changes are saved to the booking record, with notes added to the linked facilities ticket and existing IT ticket.

Changes to the date, time, room, or cancellation are routed to the facilities team as requests rather than automatically moving the reservation. A server-enforced cutoff ends self-service editing when the event is less than ten calendar days away, directing later changes to facilities.

This gives requesters a way to maintain event details while keeping reservation changes and late adjustments with the team responsible for coordinating them.

The process moved from a PDF-and-email intake followed by manual system entry to a connected booking workflow. Request details now drive the room reservation and the applicable facilities and IT requests.

The facilities team's role shifts toward handling exceptions and coordinating the event rather than recreating the original request in each system. IT receives requirements that distinguish installed equipment from requested work, and administrators can maintain supported options as rooms and departments change.

The result is a more repeatable path from requesting a room to arranging the work needed to prepare it, with linked records and explicit handling when a step cannot be completed.