Ad Astra Meeting Request User Guide University College of the North 3/7/2012
Table of Contents Introduction... 1 Login... 1 Place Your Room Request... 1 Contact Information... 2 Event Details... 2 Add/Remove Meetings... 2 Recurring Meetings... 4 Request Rooms... 4 Room and Resource Needs... 5 Other Information... 5 Submit Request... 5 Viewing Existing Booking Requests... 6 Additional Information... 6 Contacts... 6 Room Configuration... 6 Catering... 6 Audio/Visual Needs... 6
Introduction For meetings for events/workshops/meetings for internal use other than classes UCN will be using Ad Astra software. You will be able to view your meetings once the event scheduler has confirmed room availability. Login Your UCN supplied username and password will be used to Login to Ad Astra. If you are already logged into the network and click on Online Services and then Room Bookings, you will be in Astra. Once logged in the Astra Schedule page will appear with a number of tabs at the top. Place Your Room Request Click Events tab Click Event Request Enter a descriptive Event Title o GOOD The Pas Facility Staff Meeting o BAD Staff Meeting Select Internal User Form from the dropdown Click Next UCN Ad Astra Meeting Request Guide Page 1
Contact Information Complete the contact information appropriately NOTE: You must include your email address and phone number in this section of the form for request confirmation purposes NOTE: If any fields appear as dropdowns select the value from the list Event Details Event Title will automatically populate from the previous screen Event Description Add additional details regarding request Type e.g., Meeting, Seminar, Workshop How many will assist the scheduler in determining if you have selected the correct room size Click Add/Remove Meetings to enter date and time room is required (See Add/Remove Meetings below). Any requestors that submit a room request that have not selected a room will be declined. You must find your own room. Add/Remove Meetings NOTE: You do not need to re enter the description, meeting type or max attendance but it will help in narrowing down room selection to those that best suit your needs Select the Start and End dates Select the Start and End times UCN Ad Astra Meeting Request Guide Page 2
Click Add Meeting Your event will appear in the right window and look similar to the below image NOTE: It is easiest to use the calendar icon to the right of the dates box and click into and type in the numbers of the start and end times. Use the tab key to move from one section to the next; shift+tab to move back. There are three options available: o Click Save and Update Request will return you to the Internal User Form OR o Click Request Rooms you will then be able to select specific locations and/or rooms (See Request Rooms below) OR o Click Clear Meetings resets the meeting list so that you can start again NOTE: Your booking request will not be sent to the scheduler until you click Submit Request on the initial event request screen UCN Ad Astra Meeting Request Guide Page 3
Recurring Meetings If you need to book a regularly scheduled event Click Add Recurring Meetings The screen to the right will appear Select the appropriate pattern for your meetings (e.g., daily, monthly) and complete the additional details If there is an identified number of bookings required or a date that the bookings will no longer be required make sure to enter the number of occurrences or an end date Request Rooms Click Edit Filter to narrow down rooms in locations that are appropriate for your needs. Select the Campus and Room Type NOTE: The more you customize the Room Selection Filter the better the suggested available rooms list will meet your request NOTE: You can save the filter by clicking on Manage Filters and saving it with an appropriate name Click Search Rooms NOTE: You can select rooms in multiple locations (Instructions below) Click on the room you would like to select, the row will turn green To select rooms in another location as well, click Edit Filter and identify the parameters for the search Click Save and Update Request UCN Ad Astra Meeting Request Guide Page 4
The meeting details and selected rooms will now appear on the original event request screen under the Event Details section Room and Resource Needs Room Configuration Needs may assist with room assignment of a room that best suits your needs (e.g., Classroom, Videoconference Room, Elluminate) Audio/Video or Other Equipment also assists in room assignment to best suit your needs (e.g., flipchart, projector) Other Information Additional Information please record any additional information that you feel will assist the scheduler in assigning the appropriate room. Submit Request Click Submit Request Your request will now be submitted to the Event Scheduler. UCN Ad Astra Meeting Request Guide Page 5
Viewing Existing Booking Requests Login to the Astra site Click Events The screen to the left will appear, select Yes from the dropdown beside My Events Click Search Your bookings will appear in the right hand screen Additional Information Contacts Questions can be directed to: Doris Shand djshand@ucn.ca (204) 627 8621 Room Configuration Catering If the room is configured to suit your needs (e.g., moving desks from rows to circle formation) please be considerate and set back to original configuration (e.g., move desks back to row configuration). You will still be required to complete the appropriate paperwork and make arrangements for coffee service requirements. Audio/Visual Needs You will still be required to make necessary arrangements for any additional equipment (e.g., flipcharts, DVD players). UCN Ad Astra Meeting Request Guide Page 6