FAQs and Video Tutorials

What, when, where, how?  You've come to the right place.  Visit our Request a Room Frequently Asked Questions (FAQs), Video Tutorials, or just jump right in and request-a-room.

Click here to access Astra Scheduler

 

Filter Issues and Tips

After you’ve signed in:

  1. Click on the "Calendars" tab in the top left hand corner.

  2. Click on "Scheduling Grids".

  3. Once the Scheduling Grid loads, on the right side of the page you will see two dropdowns, "Choose Calendar" and "Filter". 

  4. On the “Choose Calendar” dropdown select "Master Calendar".

  5. On the “Filter” dropdown select "All Activities". 

You should now be able to see all of the scheduled activities. These settings will be saved on your computer unless you delete your history or clear your cache/cookies. If you use multiple computers, you will need to follow these steps on each device.

 

Scheduling Events:

How to Create a Single Event

  1. Click on the “Events” tab in the top task bar.

  2. Click on “Request Event”.

  3. A box will appear asking you to select the space you are requesting. Select a space from the dropdown menu. 

  4. Click “Next”.

  5. Enter all personal and event information.

  6. Be sure to check the “Policy Acknowledgement” box below the GL Code Policy.

  7. Once you have filled out all the personal and event information, click the blue “Add Meeting” button on the bottom left-hand corner.

  8. A new window will appear. At the top, left-hand corner of the new window you have the option to request single, multiple, or recurring events. Choose “Single”.

  9. Fill out all the event information.

  10. Be sure to check the “Requires Room” box at the bottom of the window before you click the “Add Meeting” button. 

  11. Once you've added your meeting, you need to request a room.

  12. At the bottom right-hand corner, click the blue “Request Rooms” button.

  13. A new window will appear with all the rooms that are in the chosen event space. 

  14. Only the rooms that fit the desired capacity will appear. If you cannot find the room you are looking for, make sure that you have entered the correct capacity for the room you are looking for. 

  15. Click your desired room. Once clicked it should turn from white to green. The label on the space will change from “Avail (Request)” to “Selected”. 

  16. Click “Okay” at the bottom of the window.

  17. Double check the event information before clicking “Submit”.

Outside of the Tier Scheduling process, we review event requests within three business days. If you submitted a request and have not received a response in one week, please contact our office.

 

How to Scheduling Multiple Meetings in Same Request (doesn’t have same time/day of the week)

  1. Follow “How To Create an Event” (above) for steps i-vii. 

  2. A new window will appear. At the top, left-hand corner of the new window you have the option to request single, multiple, or recurring events. Choose “Multiple”.

  3. Fill out all the event information.

  4. Be sure to check the “Requires Room” box at the bottom of the window before you click the “Add Meeting” button. 

  5. Once you've added your meeting, you need to request a room.

  6. At the bottom right-hand corner, click the blue “Request Rooms” button.

  7. A new window will appear with the rooms that are in the chosen event space. Click your desired room. Once clicked it should turn from white to green. The label on the space will change from “Avail (Request)” to “Selected”. 

Depending on availability, you will have the option to select the same room or different rooms for each meeting.

  1. Click your desired room. Once clicked it should turn from white to green. The label on the space will change from “Avail (Request)” to “Selected”. 

  2. Click “Okay” at the bottom of the window.

  3. Double check the event information before clicking “Submit”.

Outside of the Tier Scheduling process, we review event requests within three business days. If you submitted a request and have not received a response in one week, please contact our office.

 

How to Schedule a Recurring Meeting

  1. See “How To Create an Event” (above) for steps i-vii.

  2. A new window will appear. At the top, left-hand corner of the new window you have the option to request single, multiple, or recurring events. Choose “Recurring”.

  3. Complete all fields, including the “Recurrence Pattern” section.

You can set daily, weekly, monthly and yearly recurrences. Check to make sure the “Recurrence Summary” reflects your needs.

  1. Be sure to check the “Requires Room” box at the bottom of the window before you click the “Add Meeting” button. 

  2. Once you've added your meeting, you need to request a room.

  3. At the bottom right hand corner,  click the  blue “Request Rooms” button.

  4. Click your desired room. Once clicked it should turn from white to green. The label on the space will change from “Avail (Request)” to “Selected”. 

Unavailable rooms will be red. You can choose different rooms on different days depending on availability.

  1. Click “Okay” at the bottom of the window.

  2. Double check the event information before clicking “Submit”.

Outside of the Tier Scheduling process, we review event requests within three business days. If you submitted a request and have not received a response in one week, please contact our office.

 

Scheduling Grid 

Viewing Scheduled Events

  1. Click on the "Calendars" tab in the top left hand corner.

  2. Click on "Scheduling Grid".

  3. Once the Scheduling Grid loads, you may search for your date and scroll to your room to see your event on the scheduling grid.

 

Tools

Available Rooms Tool

  1. Click on the "Calendars" tab in the top left hand corner.

  2. Click “Available Rooms”.

  3. Here’s how to fill out section “1. Search Type”:

    1. In the “Search For” dropdown choose “Locations”.

    2. Then, in the “Purpose of Search” dropdown choose “Event”.

  4. Here’s how to fill out section “2. Meetings”:

    1. Click the button marked “+ Add Meeting(s)”.

    2. A box will pop up where you can choose “Single Meeting” or “Recurring Meeting” as well as your desired event date and time. Input your desired date(s)/times(s) and click “Ok”.

  5. Here’s how to fill out section “3. Filters”:

    1. Click the “Filter Options” button.

    2. A new box will appear where you can filter the tool to fit your needs. You can filter by capacity, building, individual room, or room type. Then click “Ok”.

  6. Here’s how to fill out section “4. Search and Results”:

    1. Click the grey “Search” button

A list of available rooms will appear that match the filters you included. If no list appears then there are no available rooms that match your search. If nothing appears, try another date, building, time, or capacity. 

Note: You may then go ahead and use the Request a Room form to schedule your event. Unfortunately, you cannot book a space directly from this tool.

 

Toolkit for Event Approvers

How to Approve Events

  1. After you have logged in, click on the "Events" tab in the top left hand corner.

  2. Click on "Notifications".

  3. You will want to make sure that you have the correct filters, so your notification box shows submitted event requests. If you do not apply filters, no events will show up. The filter section can be if they click the white arrow on the left hand side of the screen.

    1. In the “Activity Type” dropdown choose “Events”. 

    2. In the “Request Type” dropdown choose “Event Requests”.

    3. In the “Is Notification” dropdown choose “No”.

    4. In the “Is Active” dropdown choose “Yes”. Note: You will need to do this on all new computers and devices you will be approving events on.

    5.  

  4. At this point you can either approve (green button), decline (red button) or request additional information (blue button). 
  5. If you would like to see more information about the event before you approve or deny, you can hover over the grey target next to the event name. 
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  6. If you decline a request it will disappear completely. 
    1. If you request more information, the email will be sent from AdAstra using your SMC email. You will receive responses directly to your SMC email. The request for more information will keep the request pending in your approval inbox. The name of the event will change from “Event Requested: Event Name” to “Additional Info Requested: Event Name”

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  7. ​​​​​​​If you click the green approval button, a small box will pop up allowing you to send a message along with the email of approval. 
    1. Once you have clicked the blue “Approve” button you will be taken to the details of the reservation. From here you can click the grey “Save and Close” button in the top left-hand corner to finish the approval process, or you can edit the details of an event.