astra schedule: event scheduling (create, edit,...

Astra Schedule – Events Created May 8, 2019

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ASTRA SCHEDULE: Event Scheduling (Create, Edit, Cancel) Version 8.7


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May 2019

Table of Contents General Information ...................................................................................................................................................................................................... 1

Astra Sign In ............................................................................................................................................................................................................... 1

Create an Event: ............................................................................................................................................................................................................. 2

Create an Event from Calendar .................................................................................................................................................................................. 2

Scheduling Grids..................................................................................................................................................................................................... 2

Available Rooms ................................................................................................................................................................................................... 17

Create an Event from the Events Tab ...................................................................................................................................................................... 26

Search for an Event ...................................................................................................................................................................................................... 39

Edit Bookings ................................................................................................................................................................................................................ 42

Change a Meeting Date or Time .............................................................................................................................................................................. 43

Change a Meeting’s Room Assignment ................................................................................................................................................................... 44

Multi-Edit Event Meetings ....................................................................................................................................................................................... 46

Clone an Event ............................................................................................................................................................................................................. 48

Cancellations ................................................................................................................................................................................................................ 56

Cancel Entire Booking (and all associated meetings) .............................................................................................................................................. 56

Cancel Individual Meetings ...................................................................................................................................................................................... 57


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General Information Event: Events are bookings at the U of M that are not academic classes, but are held in rooms on campus, including academic spaces (classrooms, lecture theatres, etc.). This includes meetings, orientations, training, or classes offered by units that do not schedule course in Banner (such as Extended Education).

An Event consists of two parts – the event and the event meeting time(s). Event meeting times are the dates and times the activities of the event. Events can be scheduled in one of two ways:

• The Calendar • The Events tab

Astra Sign In 1. To log in to Astra, click the Sign In icon in the top right corner. 2. Enter your User Name and Password and click Sign In


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Create an Event: Events may be created by using the Event Form or directly from the Calendar.

Before creating an event, ensure both Customer and Contact exist. If the Customer or Contact do not exist, please refer to the ASTRA SCHEDULE: Customers and Contacts protocol for information required before creating an event.

Proceed to Create an Event from Calendar

Create an Event from Calendar Bookings can be added from the Calendar page in two ways:

• Scheduling Grids – provides a view of all bookings for a specific building or room. • Available Rooms. Scheduling Grids - is a search feature providing filters for specific scheduling needs.

Proceed to the section on Scheduling Grids or the section on Available Rooms to create an event from the Calendar.

Scheduling Grids 1. Click on Scheduling Grids from the Calendars tab.


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2. Click the drop down arrow (▼) to select a campus calendar from the Choose Calendar dropdown menu.

3. Click the dropdown arrow (▼) to select a building from the Filter dropdown menu, or use the search bar by typing in the building

name.

4. To view all bookings for the selected building, select Day in the top left corner. Click the calendar icon to choose a date.


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5. Click the refresh icon to update results. This will display the Grid View for the selected day.

6. Click on the desired available space in the calendar.


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The Create Event page will open. One of the following meeting types can be created:

• Add a single meeting • Add multiple meetings • Add a recurring meeting

The Create Event page will default to a Single Meeting. Proceed to the appropriate section to finish creating the event; Add a Single Meeting, Add Multiple Meetings or Add Recurring Meetings.

Add a Single Meeting 1. Complete the Create Event page accordingly:

a. Enter the Event Name.

b. Select the Event Type by clicking the dropdown arrow (▼).

c. Locate the Customer by clicking the dropdown arrow (▼). Note: selecting the Customer prior to selecting the Contact will limit the available contacts to only those associated with the selected customer.


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d. Locate the Contact by clicking the dropdown arrow (▼). e. The Start Date, End Date, Time, and Room fields will populated based on selections from the previous screen. Note: Ensure

the correct End Time is displayed. The End Time should not surpass 11:59 PM on the scheduled date to avoid reporting issues.

2. Click Save and Send Notification to save the booking and send a confirmation of the booking to the customer contact. Click Save to save without sending a confirmation.

If Save and Send Notification is used, the Send an Event Summary window will open. The email address for the customer contact will automatically be populated. Add additional contacts if required using Add from Contacts or Add Recipient.


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• Add From Contacts will allow you to select from the Customer Contact list in Astra Schedule. • Add Recipient will allow you to manually enter a Recipient and Email address.

It is recommended that you add yourself as a contact so you receive a copy of the confirmation for your records. Clicking on the x next to an email address will delete it.

Add Multiple Meetings The Multiple Meetings function is the preferred method for the creation of recurring meetings with irregular schedules and meetings spanning multiple days. Multiple meetings must be created in groups of meetings which share the same time. E.g., a group meets every second Tuesday from 8:30-10:00 am and every third Wednesday from 2:30-5:20 pm.

1. Complete the Create Event page accordingly: a. Select Multiple. b. Enter the Event Name.

c. Select the Event Type by clicking the dropdown arrow (▼).


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d. Locate the Customer by clicking the dropdown arrow (▼). Note: selecting the Customer prior to selecting the Contact will limit the available contacts to only those associated with the selected customer.

e. Locate the Contact by clicking the dropdown arrow (▼). f. Select every date that meets at the time selected from the calendar.



It is recommended that you add yourself as a contact so you receive a copy of the confirmation for your records.


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2. Click the arrow to add the group of meetings. The Meeting Group Name page will open. A group of meetings requires a name. Enter a name for the first set of meetings, then click Ok.


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All created groups will appear on the right side of the screen under the Meetings heading.

3. Repeat until all meetings times have been entered.

Notes:

• Ensure the meeting time is entered before every new group.

• To view every meeting in a Group, click the + symbol to the left of the Group name.

• Click the red X next to any Group to delete it. • Once all meeting times/groups are created, click Save.

4. Once all meeting times/groups are created, click Save.


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Once created, the event will appear on the grid. Hover over the event title to view scheduling details.


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Add Recurring Meetings Recurring Meetings can be used to create meetings that occur following a standard schedule (daily, weekly, monthly).

To add a recurring meeting, fill out the Create Event page accordingly:

a. Select Recurring.

b. The Start Time will populate based on previous selection; Select the End Time by clicking the dropdown arrow (▼). c. Indicate whether the meeting should occur Daily, Weekly, or Monthly. Due to the scheduling timelines at the University of

Manitoba, yearly recurring meetings should not be scheduled. Note: remaining options will vary depending on which option (daily, weekly, monthly) is selected.

d. Enter the Event Name; the Room will automatically populate based on previous selection.

e. Select the Event Type by clicking the dropdown arrow (▼).

f. Locate the Customer by clicking the dropdown arrow (▼). Note: selecting the Customer prior to selecting the Contact will limit the available contacts to only those associated with the selected customer.

g. Locate the Contact by clicking the dropdown arrow (▼). 5. Once the Create Event page is complete, Save.





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Daily Example:

May choose the number of days between meetings, for example, every other day OR select to meet on weekdays only

Indicate when the meetings should start. Choose to end after a specified number of occurrences or by a specified date.

The results of the selected options are displayed at the bottom of the page.


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Weekly Example:

May choose the number of weeks between meetings, for example, every other week and select which day of the week to meet.




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Monthly Example:

Choose either a specific date of the month and the number of months between meetings, for example, the 10th day of every other month OR select a specific day of the week within the month to meet, for example, the 2nd Thursday of every month.




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Available Rooms Search tool for available spaces. Time conflicts are automatically filtered out.

1. Select Available Rooms from the Calendars tab.

2. Select Locations and Event from the dropdown menus.

3. Click Add Meetings.


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4. The Add Meeting page will open. The user has the option to add a Single Meeting or a Recurring Meeting. a. To add a single meeting, enter the Start Date, End Date and Time, then click Ok. Note: For Single Meetings, the Start and End

Date must be the same. Click Ok. Repeat this step until all meetings are added.

b. To add a recurring meeting, fill out the Add Meeting page accordingly: i. Select Recurring Meeting

ii. Enter the Start and End times. iii. Indicate whether the meeting should occur Daily, Weekly, or Monthly. Note: remaining options will vary depending

on which option (daily, weekly, monthly, yearly) is selected. iv. Once the Add Meeting page is complete, click Ok.


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Daily Example:

Weekly Example:





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Monthly Example:





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5. Click Filter Options to refine the search. Click the + icon to expand each filter option.

6. The Locations Filter Options page will open. Select applicable filters by clicking the + icon next to an item, check any applicable boxes, then

click Done. In addition, users can set a minimum/maximum capacity. Note: To prevent the filter from being too restrictive, it is recommended that a minimum capacity is set, but the maximum capacity is left blank.

7. After filter parameters are set, click Ok.


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8. Click Search. A list of rooms which satisfy the filter criteria will appear.


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9. Click the circle to the left of the room name to select it.

10. Click Create Event. Note, you can only create an event in a location for which you have booking rights. If you wish to use space in another building, complete and submit the Room Booking Request Form from http://umanitoba.ca/roombooking/


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11. The Create Event page will open, complete the page accordingly: a. Enter the Event Name.

b. Select the Event Type by clicking the dropdown arrow (▼).

c. Locate the Customer by clicking the dropdown arrow (▼). Note: selecting the Customer prior to selecting the Contact will limit the available contacts to only those associated with the selected customer.

d. Locate the Contact by clicking the dropdown arrow (▼). e. The Start Date, End Date, Time, and Room fields will populated based on selections from the previous screen. Note: Ensure

the correct End Time is displayed. The End Time should not surpass 11:59 PM on the scheduled date to avoid reporting issues.

3. Click Save.





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Create an Event from the Events Tab 1. Select Events from the Events Tab.


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2. Select the + Add icon.

3. The Create Event page opens. Proceed to Add a Single Meeting, Add Multiple Meetings, or Add Recurring Meetings for further instruction.

Add a Single Meeting 1. Complete the Create Event page accordingly:

a. Select Single from the available options b. Enter the Start and End times. Note: The End Time should not surpass 11:59 PM on the scheduled date to avoid reporting

issues. c. Enter the Start date. Note: The end date will automatically populate d. Enter the Event Name.


f. Locate the Customer by clicking the dropdown arrow (▼). Note: selecting the Customer prior to selecting the Contact will

limit the available contacts to only those associated with the selected customer.

g. Locate the Contact by clicking the dropdown arrow (▼).

h. Select the Room by clicking the dropdown arrow (▼). Note: selecting the room last will populate a list of rooms with a

notation indicating if the room is unavailable.


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2. Click Save.


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Add Multiple Meetings The Multiple Meetings function is the preferred method for the creation of recurring meetings with irregular schedules and meetings spanning multiple days. Multiple meetings must be created in groups of meetings which share the same time. E.g., a group meets every second Tuesday from 8:30-10:00 am and every third Wednesday from 2:30-5:20 pm.

1. Complete the Create Event page accordingly: a. Select Multiple. b. Enter the event Start and End times for the first group of meetings. c. Enter the Event Name.

d. Select the Event Type by clicking the dropdown arrow (▼).


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e. Locate the Customer by clicking the dropdown arrow (▼). Note: selecting the Customer prior to selecting the Contact will limit

the available contacts to only those associated with the selected customer.

f. Locate the Contact by clicking the dropdown arrow (▼). g. Select every date that meets at that time from the calendar.

h. Select the Room by clicking the dropdown arrow (▼). Note: selecting the room last will populate a list of rooms with a notation

indicating if the room is unavailable.


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2. Click the arrow to add the group of meetings. The Meeting Group Name page will open. A group of meetings requires a name. Enter a name for the first set of meetings, then click Ok.


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All created groups will appear on the right side of the screen under the Meetings heading.

3. Repeat until all meetings times have been entered.

Notes:

• Ensure the meeting time is entered before every new group.

• To view every meeting in a Group, click the + symbol to the left of the Group name.

• Click the red X next to any Group to delete it. • Once all meeting times/groups are created, click Save.

4. Once all meeting times/groups are created, click Save.


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Add Recurring Meetings Recurring Meetings can be used to create meetings spanning multiple days.

To add a recurring meeting, fill out the Create Event page accordingly:

a. Select Recurring. b. Enter the Start and End time. c. Indicate whether the meeting should occur Daily, Weekly, or Monthly. Due to scheduling timelines at the University of

Manitoba yearly events should not be scheduled. Note: remaining options will vary depending on which option (daily, weekly, monthly, yearly) is selected.

d. Enter the Event Name.


f. Locate the Customer by clicking the dropdown arrow (▼). Note: selecting the Customer prior to selecting the Contact will limit the available contacts to only those associated with the selected customer.

g. Locate the Contact by clicking the dropdown arrow (▼).

h. Select the Room by clicking the dropdown arrow (▼). Note: selecting the room last will populate a list of rooms with a notation indicating if the room is unavailable.

5. Once the Create Event page is complete, Save.


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Daily Example:





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Weekly Example:





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Monthly Example:





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Search for an Event 1. Select the Events link from the Events Tab.

2. Open Filters by clicking on the arrow.

3. Click the + icon next to any filter category to open the Select Items window.


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4. Check the boxes to filter for a specific item. To exclude items from a search, i.e. to search for items not equal to a specific item, click the

Ø symbol next to a category to remove selected items. If no items are selected in the category, the entire category will be excluded. Remember to click Done once all items in a category have been selected or the changes will not be saved.


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5. Once all filters have been entered, click Search to update results.


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Edit Bookings Booking details may need to be changed after the booking is complete.

1. Using the search criteria in the Filter, locate the booking to edit in the Event List. 2. Click the Event Name to open the booking.


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Change a Meeting Date or Time 1. To change the meeting dates or times, place a √ in the box next to the meeting to be edited. 2. Click on the date or time in the row to be changed (Start Date, Start Time, End Time, or End Date) and change the information by

typing over what is there or selecting from the calendar or dropdown list.


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Change a Meeting’s Room Assignment 1. To change a room assignment for a meeting, place a √ in the box next to the meeting to be edited, select Assign Rooms.


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2. Deselect the room that is currently selected by clicking on the Selected cell. 3. Select another room to assign to the meeting. 4. Click OK to close the window.


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5. Save the changes.

Multi-Edit Event Meetings Multiple meetings within a booking can be modified all at once using Multi-Edit Meetings. Meeting details such as the meeting name, type, status, date, time or customer contact can be changed this way.

1. Open the booking to be modified. 2. Select the meetings to be modified by placing a √ in the box next to the meetings, and click Edit Selected

3. Enter the information to be changed on the Edit Event Meetings page. Only fields being changed must be filled. 4. Click Apply.


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5. Save changes.

Note: The start/end date and time can be changed by using Slide function. Slide allows the user to increase/decrease the date by a number of days, and the time by minutes/hours.


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Clone an Event Cloning an event will copy a booking and all of its meetings and room assignments to a new booking, which can then be modified as necessary.

1. Search for the event. 2. Click the event to be cloned. 3. Click Clone Event.

4. Set a New Event Name and New Event Date, then click OK.


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5. The Event Form Page will open to edit the event. 6. Click Save once changes are complete.


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Note: If there are multiple meeting dates in the original booking, the new event will contain the same number of meetings with the same recurrence pattern as the original event. Rooms assigned in the original booking will be assigned to the new meeting dates, if they are available.

By clicking Yes, the event and meetings will be created, however the booking will have a status of incomplete. The room is not booked for the meetings with conflicts. Reassign the room or change the meeting time to avoid conflicts.

8. Reassign the room: a. Check off all meetings with conflicts, then click Assign Rooms under the Meetings tab.


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b. The Assign Room page will open. Remove conflicting rooms by clicking the green Selected Box for each room. The room status will change to Available.


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c. Click Search to view a list of available rooms.


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d. Select new rooms from the list. Click OK.

9. Change meeting times: a. Check off all meetings with conflicts, then click Edit Selected under the Meetings tab.


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b. The Edit Event Meetings page will show. Enter new Start/End Dates and/or Start/End times, or click Slide to shift the meeting by a certain number of days, hours, or minutes.

i. To utilize the Slide function, enter then number of days, hours, and/or minutes into the Start Date/Time fields. c. Click Apply.


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7. Click Check For Conflicts, then Save.


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Cancellations

Cancel Entire Booking (and all associated meetings) Cancelling the entire booking will automatically cancel all meetings within the booking and drop all room assignments.

1. Retrieve the booking from the Event list. See Search for an Event for instruction.

2. Change the Event Status to Cancel by clicking the dropdown arrow (▼) below Event Status, then click Save.

The status of the booking updates from Scheduled to Canceled. The rooms assigned to each of the event meetings are automatically dropped and the meetings are removed from the calendar.


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3. If desired, click Send Event Summary to send an email to the contact, confirming the cancellation of the booking and all associated meetings.

Cancel Individual Meetings Cancelling an individual meeting will cancel only the selected meeting(s) within the booking, and automatically drop the room assignment.

1. Retrieve the booking from the Event list. See Search for an Event for instruction. 2. Check off the meeting to be cancelled under the Meetings tab, then click Edit Selected.


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3. The Edit Event Meetings page will show. Click the dropdown arrow (▼), and change the status to Cancel.

4. Click Apply (bottom right corner), then Save the booking. The status of the meeting updates from Scheduled to Canceled. The room assigned is dropped automatically and the meeting is removed from the calendar. The status of other meetings in the booking are not changed.

5. If desired, Send Event Summary to send an email to the contact to confirm the cancellation of the meeting.


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