Event Reservations

25Live is UIW's web-based room scheduling system used to schedule event space and schedule classes. 25Live enables users to view event information and request the use of University space from any device with internet capability.

You can access 25Live through Cardinal Apps with your UIW network username and password.

Anyone with an active UIW username and password can log in to 25Live to request space and check space availability. Student Organizations will require event approval by the office of Campus Life before requesting an event space.

Mozilla Firefox and Google Chrome are recommended. Internet Explorer and Safari are strongly discouraged.

The Help Desk can assist with issues with your UIW username and password. Please call (210) 829-2721 or email helpdesk@uiwtx.edu.

Training materials are available on the How to Guides section of this website. Anyone needing individualized (or group) training can contact the 25Live System Administrator, Jose Herrera, at sereservations@uiwtx.edu or (210) 829-6045.

Yes, you will receive a confirmation email when you request a space and when it is confirmed by the venue approver. You will be able to view your events within 25Live, but you must contact the venue manager to cancel your event.

No, 25Live works independent from Outlook. You can create an Outlook appointment on your own, but it will not be tied to your 25Live reservation.

You can request audio/visual equipment within 25Live by using the find and select resources section. AV resources available campus wide are listed by "AV" all others are prefixed with the venue prefix i.e. SEC, ICC, etc.

Sodexo Dining Services is the on-campus caterer. Please contact Catering at catering@uiwtx.edu or (210) 283-5011.

Requests awaiting approval will appear in your “Tasks” on the Home tab in 25Live.

• Click on your “Outstanding Tasks.”
• Open the event from the task list and assign or deny the location/resource from within the event.
• Next, change the event state to confirmed if approving the object requests. If denying the object requests, leave the event status in a tentative status.
• Send the confirmation using the "More Actions" drop-down.

25Live will allow requesters to submit requests for the same location or resource until it is in approved status. As such, to be sure you are reviewing and approving/denying requests in the order they are received, you should sort your task list by the “Reference” column.

A grayed out symbol next to the location or resource indicates that the object is still in tentative status and has not yet been approved. Once it has been approved, the symbol will fill with the appropriate color based on the object.

A cause for a report to not generate could be that pop-up’s are not enabled or allowed within your browser. Reports generate and present in a new PDF window. The size of the report may also impact the amount of time the report requires to generate. Selecting the “Email this report to yourself” is the best option when generating larger reports.

To remove a location or resource that has been assigned/approved already, you will need to:

• Locate the event in 25Live.
• Click on “Edit this Event.”
• Move through the event wizard to the location or resource page and then click the red "X" on the location or resource selection that is located in the bottom right of the screen.
• Click save.

Events in 25Live cannot be deleted, however, you can cancel an event. To cancel an event, you will need to locate the event in 25Live, click on the “Event State” drop down and select "Canceled." When performing this action, the system will automatically release any locations or resources that were associated with the event. You will receive a confirmation email noting the event status is canceled.

To identify who approved an event or course in a location you are an approver for, you will need to:

• Search for the event in 25Live.
• Once the event is displayed, click on the “Audit Trail” tab.
• Look for a “State Change” in the “Action” column and in the “Additional Information” column – “Changed event state from Tentative to Confirmed.”
• Locate the “User” associated with the State Change.