Astra Schedule Help (8.0)

Manage Room and Resource Requests

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Manage Room and Resource Requests

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Manage Room and Resource Requests

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Request Management

Astra Schedule provides a request management list page as a tool for viewing, tracking and acting on all incoming requests. The request management page includes event requests, room requests, and resource requests. The list is filtered automatically to display only those requests for which the user is an approver.

 

Manage Requests

When event request forms or room and resource requests are submitted, notifications are routed via email to the person(s) in the approver groups for the respective items. It becomes the responsibility of the approvers to act on these requests, manage the list of requests, and communicate with the requestors.

 

The request email notification includes a link to the notification list page. A user may follow the link or simply access the application at any time to view and manage their requests. After logging in, the approver can view their list of requests that require attention. Only those requests for which the user is an approver will appear on the list.

 

Event requests can be viewed in detail by clicking the request name. Room and resource requests are displayed as associated with their event parent activity. Details for the requests can be viewed by clicking to expand the parent row on the request list page to reveal the room and/or resource requests. Any request can be approved, declined, or have additional information requested. When event requests are approved, the approver will create the event record as part of the approval process. When room and resource requests are approved, the room or resource status is automatically updated to “scheduled” for the event activity. In each case, email communication is returned automatically to the requestor with a status update.

Approve a Request

To approve a request, perform the following:

 

1.Follow the link in the event request email notification, or log in to the application directly, click on the Resources tab, and click the Notification List option. A list of outstanding requests and notifications is displayed.

 

2.Identify the request in question.

 

3.Click the Approve icon to the right of the request entry.

 

4.The status is updated to “scheduled” and the entry is removed from the request list page.

Decline a Request

To decline a request, perform the following:

 

1.Follow the link in the request email notification, or log in to the application directly, click on the Resources tab, and click the Notification List option. A list of outstanding requests and notifications is displayed.

 

2.Identify the request in question.

 

3.Click the Decline icon to the right of the request entry.

 

4.Enter a reason or comment for the decline response.

 

5.Click Send to send the request declined notification message to the requestor.

Request Additional Information

To request additional information for a request, perform the following:

 

1.Follow the link in the request email notification, or log in to the application directly, click on the Resources tab, and click the Notification List option. A list of outstanding requests and notifications is displayed.

 

2.Identify the request in question.

 

3.Click Close to return to the list.

 

4.Click the More Info icon to the right of the request entry.

 

5.Enter a question and/or additional instructions for the requestor. This information should include instructions on how to contact you with their response.

 

6.Click Send to send your inquiry.

 

 

See also:

Approval and Notification Groups