Transitioning Courant Scheduling to 25Live

As of May 28th, 2025, the old Courant classroom calendar has been retired. We are currently using the university's preferred central event management system, 25Live.

We understand that there will be a learning curve during the transition period from the old Courant calendar system to the University's new 25Live system. We appreciate everyone's patience.

If you have any questions, or need to submit a request for space or help, please send email to courant-scheduler@nyu.edu.

Table of Contents

 

General University 25Live Documents:

 

What is 25Live Pro? 

25Live Pro is a web-based space management, event request, and scheduling environment used by the Office of the Registrar to manage all registrar-scheduled spaces for classes and events. Using 25Live Pro gives you the ability to view real-time availability of classrooms for scheduling of classes or events.

For requesters of registrar-scheduled space for events, having access to 25Live can allow you to book directly within 25Live rather our old system of sending an email and then waiting for a response.

 

How do I access 25Live Pro? 

To access 25Live Pro, you can use this following link to 25Live Pro.

Alternatively, you can also access 25Live Pro while logged into NYU Home by searching for "25Live".

 

Quickstart Dashboard Setup Guide:

To see what events are scheduled for rooms at Warren Weaver Hall and 60 Fifth Ave, log into 25Live Pro, and then click on "Go to Search" in the box on the upper right hand corner of the screen.

For the "Select Object:" field, select Locations from the dropdown menu. You may leave the "Saved Searches (optional)" dropdown menu blank. In the "Search Locations" entry field, you can enter "CIWW" to search for events at Warren Weaver Hall, or alternatively enter "60FA" to search for events for 60 5th Ave. Click on the "Search" button to begin your query. You should see a list of rooms relevant to your search term.

You can save this search by clicking on Save As underneath the search bar. In the "Save Search" window that opens, you can name this saved search and add it to your favorites by "starring" it. Alternatively, you can click on the star on the left-most column of the screen to make a specified room a favorite. If needed, you can then repeat this process by performing a search for the other building (i.e., CIWW or 60FA).

Once saved and "starred," you should be able to see these saved searches in the 25Live dashboard (click on "25Live" at the top of the page to return to the dashboard) among the search options on the left hand side of the screen. Your Saved Searches will also now appear within the "Saved Searches (optional)" dropdown menu. 

Note that rooms on levels C, 1 and 2 at 60 5th Ave -- other than C15 and the CDS conference rooms on the 2nd floor -- are not available for Courant to request.

Clicking on the room in the list will bring you to a new page cataloguing the available options regarding the space. At the top of this room page is an array of tabs that will provide you with a variety of information relevant to this space:

  • The Details tab provides additional information regarding the space, such as available room features, maximum occupancy capacity, and other information relevant to the space. 
  • The List tab shows the events and registrations scheduled for that space on a particular day or days.
  • The Availability (Daily) tab shows the space's availability for specified dates on a day-to-day based layout. 
  • The Availability (Weekly) tab shows the space's availability for specified dates on a weekly based layout. 
  • The Calendar tab provides the familiar calendar view for the room for whatever number of weeks you choose beginning on the week you select. For example, if you set the date range to begin on September 1st and set the number of weeks to 5, then you'll roughly get a monthly calendar covering from August 31 through October 3.

 

How do you fill out the Event Form? 

Please see the event form guide for more details, but here is a quick rundown of the steps required to fill out the Event Form:

Click on Event Form on the upper right hand part of the screen.

We will now go over the data fields presented to you in the event form that loads:

First, please input the Event Name and Event Title, which don't necessarily need to be different.

The Event Type dropdown menu offers a shorter list of options when compared to the old Courant calendar system. For example, there is now no "seminar" option, so you can instead choose Lecture or Meeting. You can click on the star icon next to an option in order to make it a favorite, resulting in this option appearing at the top of the list in the future. To create an Office Hours or Tutoring booking, please choose Class-Related Event as an Event Type. 

Note that there is no "Class" Event Type option, because classes are instead imported from Albert.

For Primary Organization, please search for your primary organization, which will generally be "Courant Institute Mathematical Sciences". You may click on the star to make this primary organization a favorite, so it will come up automatically when using the Event Form in the future. 

Expected Head Count is the number of attendees expected to be at your event. This value will be used to determine the room options that will appear in the search later on in the form.

The Date and Time data field lets you select the date and start time and end times for your event. Time choices in the dropdown are given in half-hour increments, but you can instead just type in the start and end times. The end time defaults to 1 hour after the specified start time, however you can change this value either with the dropdown menu or by typing in your preferred end time.

The Additional Time dropdown menu gives you the option of adding setup or breakdown time before and after the event. For example, if you need 15 minutes before and after the event, simply add 15 minutes for each parameter and this will be added to the total time of the reservation.

Clicking on the Repeating Pattern button will bring up the "Pattern Picker" menu. In this "Pattern Picker" menu, you have the option of selecting the frequency of which this event will repeat, ranging from "Does not repeat" to "Daily", "Weekly", and "Monthly" frequencies. Alternatively, you can pick dates from a calendar to add or delete instances of your event. By using the Repeating Pattern button, you would only have to submit an Event Form once rather than re-submitting it on a repeating basis. Additionally, you can enter a "Repeats through" date, so that your event will no longer repeat after a specified date. Alternatively, you can also set a number of repeats for your events by filling out the "Ends after ____ iterations" field.

After setting the Repeating Pattern field, you can fine tune the occurances of your repeating event by using clicking on the Manage Occurrances button. In the "All Date Occurrences" pop up menu that opens, you have the option to select which occurrences will be included in your availability checks and searches based on your previously set Repeating Patterns option. For example, if your event repeats every Monday, then you can remove or cancel any specific iterations of your meeting that would otherwise fall on a holiday. 

Please refer to the in-form instructions for further information on the Locations Search parameter, however if you have the CIWW and/or 60FA locations currently set as favorites, then these favorited locations should appear automatically in the search bar. As noted above, the rooms that will fit your event based on the Expected Head Count parameter will appear in the list.

Click on Request to select one or more rooms for your event. Note that you can request multiple rooms for events that will meet at the same time, which is particularly handy when requesting booking for conferences or special programs.

The Event Contacts field allows you to add an Event Contact if there is a person you would like listed as a contact other than yourself. Otherwise, you will be automatically listed as the Requestor. By default, you will also be set as the Scheduler for your event. 

You can use the optional Comments text box to add any additional questions, comments, or concerns to your Event Form that would otherwise not be covered by any of the previously listed parameters. 

Finally, once you have filled out all of the required parameters in this Event Form, click on Save to submit your reservation request for approval. Please note that after hitting Save, you will be automatically bought to the Details tab of this event request, wherein you have the option to perform any additional edits for your request.