Case Study: Grand Canyon University manages 500+ events and strengthens campus culture with FM:Systems' FMS:Employee

How GCU Uses Resource Scheduler to Manage Hundreds of Events & Improve Campus Culture

Grand Canyon University (GCU), a large private university serving roughly 20,000 students and hosting 500+ events a year, relied on a tiny scheduling team (two full‑time coordinators and two student workers) and an outdated, manual system. The old tool made it hard to book space and required resources (A/V, catering, furniture) together, forcing staff to handle many tasks by hand and creating scheduling confusion during high‑volume periods.

GCU implemented FMS:Employee to centralize reservations, integrate with Outlook, and customize spaces on the fly, allowing users to book rooms and required resources in a few clicks and staff to manage a queue of requests. The solution enabled smooth handling of intensive periods like Welcome Week, improved space utilization reporting used for strategic decisions (including a new activity center and classroom capacity planning), and provides API feeds for mobile app integration and campus event calendars.

Grand Canyon University

Sabrina Peoples

Event Services Campus Scheduling Supervisor