Astra Schedule Help (8.0)

Default Processes

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Default Processes

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Default Processes

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Astra Schedule provides both manual and automated messaging to inform users of certain events and to support the request and approval workflow for events, rooms, and resources. There are various scheduling processes supported by workflow rules and messages in the Astra Schedule application. Each of the following processes are supported independently or in combination as event and room/resource scheduling activities progress. For example, an event may be requested, then approved by a user that is required to request rooms or resources on their behalf. The room and resource requests are approved, which finalizes the event schedule and triggers notifications to other interested parties.

Event Requesting

An event request as defined by Astra Schedule is a request for an activity and space, with or without additional resources, that requires approval before becoming a legitimate event record. Until the event activity is approved and created, the activity will not appear on the campus calendar and any associated rooms and resources are not officially reserved.

 

An event requestor is any person with access to the application that has been granted permission to submit event requests. This might include a guest user, community member, student, instructor, and/or staff person.

 

Astra Schedule supports the event request process by providing customizable event request forms, configurable approval routing, an request management console, and automated notification and confirmation messages.

Event Scheduling

The event scheduling process is performed by application users that have permission to generate event activities for themselves or on behalf of customers and either schedule or request rooms and resources. When an event is created, various messages may be generated depending on setup and user choice. Optional messages include event summaries sent to the event contact, the event creator, and/or additional addressees. Comments can be added to these optional event summary messages. Automated messages include room and resource requests, and event, room, and resource status change notifications, if applicable.

Room and Resource Requesting

If allowed by the user's security setup, rooms and/or resources may be requested by users that do not have permission to officially reserve them. Instead, the act of selecting a room or resource for an activity generates a request for the room or resource that is sent to one or more users responsible for approving or declining the request. These request messages are sent automatically to any user that is a member of the Approver Group created for the room or resource in question. When action is taken (the request is either approved or declined, or the approver requires more information) confirmation messages are automatically generated. Approvers may add comments to declined requests and may ask for additional details before taking action.

 

Note that after a room or resource is approved, if changes are made to the activity's times or dates, a new request is generated and the room or resource status returns to "requested" until an additional approval is made.

Status and Usage Notifications

In many cases, users simply need to be “kept in the loop” when certain rooms are scheduled, resources are utilized, or events are created. Event summary messages can be manually sent at any time, but if the notification is more of a requirement, usage and status change messages can be configured to be sent automatically as well. If users are subscribed to rooms, resources, or events through Notification Groups, they are automatically copied when one of the items is either scheduled or cancelled.