1. ACC: Campus Manager Training
Event & Academic Scheduling
Audience: Campus Administration Users
Campus Managers, Department Room Schedulers, Administrative Assistants

2. How do I login? Navigate to the URL
Use your ACCeid credentials to login through the single sign-on page
Once logged in, you should see your ACCeid in the top right corner
If you have trouble logging in, please contact

3. Home Page

4. What is my role?
You have been granted permissions to interact with the following parts of Astra Schedule:
View All Rooms, All Sections, All Meeting Patterns, and All People
Scheduling rights for events and academics
Edit rights for room assignments for your campus
Access to the ACC Scheduling Grid and the Available Rooms Tool
Access to update room features for your campus

5. Academics

6. How do I find a section? Click the Academics tab, then click Sections
Create desired filter, and save settings
Click the section name to open room edit view

7. How do I assign a room to a section meeting?
To assign a room, perform the following:
Navigate to Academics (navigation bar) and click Sections
Click on the section or section meeting you wish to schedule
Click the Assign Room icon for the section meeting
The Ad Hoc Scheduler will appear
Click an "Available" cell to select a room
Click OK to save the room selection to the section meeting
Click OK on the section form to save the change

8. How do I add a room assignment?
If you wish to add a room assignment to a section meeting, click the Assign Room button (house) next to the room field while in edit mode on either the Section or Section Meeting pages. Click Save to save the section meeting with the new room assigned.

9. Room Filter Panel
The room filter panel will display any preferences impacting the list of feasible rooms
Click View Meetings Option
Choose desired filter settings, click Search, save filter
You may edit the room filter options and click Search to change the room results
Save commonly used filters by clicking the floppy disk icon

10. Available Rooms Search Filter

11. How do I drop a room assignment?
If you wish to simply remove the existing room assignment from a section meeting, click the Drop Room button next to the room field while in edit mode on either the Section or Section Meeting pages. Click Save to save the section meeting with no room assigned.

12. What does a “conflict” mean?
Rooms that are suitable but have conflicts will indicate “Conflicts” instead of “Available”. Additionally, the number of meetings that are in conflict are indicated in parenthesis. For example, the display may show (47 of 48), indicating that 47 meeting instances for the meeting have conflicts. You may hover on the conflict cell to see information about the conflicting activities.

13. Investigate Conflicts
Click on the Conflicts cell to further investigate the conflicting meetings. A list of all meetings, both available and in conflict, will appear
Click on sections to resolve, then click Ok
Adjust room assignment as needed

14. How do I interact with the ACC Scheduling Grid?
To access the grids, click on the Scheduling Grids option from the Calendars tab.  Access to this option is granted within a user's role. A default grid will be displayed as defined by the calendar permission within your role. The default filter is determined by the grid definition. A user may choose to view either the Day or Week grid format and navigate through a list of either rooms or resources.

15. The Grid Toolbar
The grid toolbar, shown below, can be used to edit the date, filters, format, and settings of the grids. Paging controls, provided at the bottom of the screen, can be used to navigate pages, set page size, and export results.

16. Day View of the Grid
The Day view of the Grid displays each item’s schedule on a single row. This view provides immediate feedback on availability and usage for a single day, across a page full of rooms at a time.

17. Week View of the Grid
The Week view of the grid requires that you select the room or resource you would like to view from the list on the left. This view provides immediate feedback on availability and usage for a full week or date range at once.

18. Specify Date Range in Grid Week View
To specify a date range while in Week view, click the "End Date..." option to the right of the date selector
When an end date is selected, the grid will refresh, and the selected date will be displayed to indicate that you are viewing a date range
Click the X to remove the end date and return to standard week behavior

19. Customize Columns
You may add, remove, resize, and reorder columns in the room and resource panel as desired
To add or remove columns, click the down arrow to the right of any column in the panel
Choose "Columns" to see the list of available columns
Either add or remove check marks to add and remove columns from the panel.

20. Resize or Reorder Columns
To resize columns, hover your cursor over the line to the right of the column you wish to resize and then click and drag right or left.
To reorder columns, click in the header of the column you with to move and then drag it to another position.  Release the column when the position arrows are in the desired location.

21. How do I interact with the Available Rooms Tool?
The Available Rooms tool provides a quick way to search for available rooms and/or equipment and services
To access the tool, click the Available Rooms option on the Calendars tab
To perform a search, you will create one or more time/date entries, enter filter criteria, and search for availability.  
Finally, you may print or save the results, or create an event to reserve the space and/or resource items.
The following 4 step process may be repeated as desired to refine results or perform additional searches.

22. 1. Search Available Rooms
Use the "Search For" drop down list to choose whether you want to search for locations, equipment and services, or both. 
Choose whether the purpose of your search is for an event or an academic section. This matters because rooms can be configured to restrict usage based on the activity type. The list of available rooms or resources returned will be those that are allowed for the activity type.

23. 2. Add Meeting to Available Rooms Search
Time and date information may be entered to represent a single meeting, multiple random meetings, or a recurring pattern.
Click the Add Meeting button in the Meetings section of the search form
On the Add Meeting window, select the option for Single Meeting or Recurring Meeting
If Single Meeting is selected, enter the start time, end time, start date, and end date values for the meeting
If Recurring Meeting is selected, enter the start and end time, the day pattern, and the date range of the meetings
Click OK to add your meeting to the search page
Repeat as needed to build a list of meetings if you wish to search for items that are available across multiple times and days

24. 3. Add Filter to Available Rooms Search
In the Filters section, click Filter Options
Click the + icon to the right of the filter type you would like to set and make selections for your search criteria
Click Done
You may search for locations, equipment/services, or both, depending on the search type selected above
Click the OK button to add the filter to the search page

25. 4. Available Rooms Search Results
The Search Results panel displays a list of rooms and/or equipment and services that are available for all times and dates in your search and that meet the filter criteria.
Click the Search button to generate a list of available items based on the meetings and filters provided
You may change your search criteria and re-search as needed. You may also click the Print button to generate a printer friendly view of the search results.

26. Events

27. Event Workflows
Events are created in 2 different ways within the Ad Astra:
Event Request Forms
You will be in charge of approving events for your area. Once you approve the event, if there are no secondary approvals, it will be scheduled. You’re done!
Calls/ s/External Requests > Event Creation
You will be in charge of booking the space. There are 3 ways to create an event within the system, and you can use any of these to schedule the faculty/staff members event.
Quick Event
Event Wizard
Advanced Event Form

28. Event Request Form > Notifications List
When event request forms are submitted and when other direct schedulers create events within your set of rooms, you will receive a notification within Astra Schedule to approve or deny the event/use of the space for an event.
The filter panel on the left hand side of the page for the notifications list can come in handy when approving.
There is functionality within the notifications that can help to make your day-to-day work a bit smoother.
Setting your filter to “Is Notification – No” and “Is Active – Yes” will show you only notifications that need action to be taken.
The notifications with the magnifying glass symbol are event requests. The notifications without the magnifying glass are room requests.
Clicking the magnifying glass will show you the filled out request.
Hovering over the notecard next to the description column will give you information about the event and the room.

29. Notification Types
Click Events> Notifications to see all event related updates
Three types of Notifications
Event
Meeting
Resource
Setting your filter to “Is Notification – No” and “Is Active – Yes” will show you only notifications that need action to be taken
Items no longer needed for review can be deleted by clicking the grey circle to the left of the notification or by clicking Dismiss All

30. Notifications List Clicking the Magnifying Glass
Hovering over the Notecard

31. Approve and Decline
To approve an event/room request, click the green checkmark. To decline an event/room request, click the red dash.
When approving/declining events, an automatic will be sent out. You can fill out optional comments, and it will be added to the .
When approving/declining rooms, there is NO automatic . The optional comments must be sent a different way.
To send an to a requestor, click the blue hyperlink of their name. This will open an automatic to their address, with the request information in the subject. This is a best practice to use if you are going to deny the use of a room. It is also a great way to ask for more information.
Pro-tip: use the “Group by Activity” check box to group room requests together for a single meeting. For example: a recurring meeting has requested a conference room every Wednesday for 9 weeks. “Group by Activity” will allow you to approve the room request for every day the room has been requested with one click.

32. Approving to Scheduling
After you click approve on an event, the system will take you into the event record to do final updates to the event. You will click “edit,” make your changes, and then click “save.” Clicking save will schedule the event and trigger the approval to be sent to the requestor.

33. Event Type
Choose an Event Type that most accurately fits the event description. These cannot be created with the event; Event Types will be managed by a system administrator.

34. Customer Contact Customer
The Customer is the department/organization for the event. If the customer is not in the system, you can create it by clicking the “Create” button.
The person must be in the Customer that you select.
The Customer Contact is the requestor for the event.
The Customer Contact will need to be a part of the Customer. If they are not, you can use the “Create” button to create them within that Customer.
Note: if the requestor is logged into the system and already associated as a Customer Contact within a Customer, this information will automatically populate from the Event Request Form.

35. Create Event Manually Click the Events tab Click Events
Click the Add button
Enter event criteria
Save and Send Notification

36. Creating Academic Events
Some programs have mandatory one time meetings
DIL, Health Sciences, Others
These can be created as Events in Ad Astra
Use “Class Meeting” label
Standard naming convention

37. Calendars

38. Using the Calendar The calendar can be accessed in various ways
from a direct link in another source
as an embedded calendar on a different website
from within the Astra Schedule application
Click the Calendar option on the Calendars tab to access the Calendar from within Ad Astra Schedule
A default calendar will be displayed as defined by the calendar permission within your role 
The default calendar view and filter are determined by the calendar definition

39. Choosing a Calendar and Filter
If more than one calendar is available to you, you may choose between different saved calendars using the Choose Calendar drop-down menu.  Upon selecting a new saved calendar, the display will refresh with that calendar's default view and filter applied.

40. Calendar Week View

41. Calendar List View

42. Activity Details
Hover your cursor over this icon to see more details about the activity, including contact information, a full description, and other meetings for the activity, if applicable.

43. Reports

44. Access Reports
Astra Schedule includes a collection of commonly used reports that are available for use immediately upon installation. Additional reports may be added to the system by an administrator.

45. Browse Reports Click the + or – to expand Report Categories
Click the report name to open and run the report
Click Add a Report to load custom Crystal reports

46. Run a Report To view a report from the list, perform the following:
Click on the Reports tab
Click on the Reports option
The list of available reports is displayed.
Identify the report you would like to view and click the report name.
If the report includes any user-configurable parameters, these options are displayed in the panel to the left of the report viewer
Click the Edit button to the right of the parameter you wish to change and enter or select the required value in the dialog box
Click Apply to refresh the report to reflect your parameter entries. You may edit these parameters at any time and re-run the report

47. Useful Reports for Campus Managers
Course Offering Analysis
Overbooked Sections for Selected Term
Low Seat Fill Sections for Selected Term
Dashboard Reports
DASHBOARD - Rooms by Room Type and Size
DASHBOARD - Summary of Scheduled Room Hours by Time of Day
Events Lists
Events by Date, Building, and Room
Events for Selected Building
Today's Events by Building and Room with Notes
Overbooked Event Meetings by Date and Time
Rooms and Resources
Room Features List with Rooms
Resource Schedule for Events by Resource and Selected Date Range
Summary of Rooms by Room Type and Size
Rooms by Building
Rooms by Region
Rooms by Room Type
Section Lists
Sections by Building and Room for Selected Term
Sections and Events Lists
Weekly Room Grid
Today's Activities by Building and Room
Daily Room Grid
Room Card - All Rooms

48. Process to review sections without a room
Run this report daily during initial rollout to monitor sections without a room assignment in Ad Astra
Sections by Building and Room for Selected Term
Follow steps below to troubleshoot room data in Ad Astra
Check in Ellucian Colleague to verify room is assigned
Locate room record in Ad Astra and check room data for accuracy
Ensure correct SISKey is being used in room record
Check room number in Ad Astra for leading or trailing zeros
If needed, create new room in Colleague first, then replicate room data in Ad Astra
Room record changes (names, capacity, etc…) DO NOT feed back into Colleague

49. Rooms

50. Room Settings
Click the Settings tab, then under Resources, click Rooms to update room records and features
May Not Schedule hides a room
Do Not Optimize excludes room from sandbox
Associate Regions and Features to rooms on a regular basis
Share room with multiple sections

51. Room Features
Standard features are created under the Settings> Resources area
Associate available Ad Astra features to rooms
Room features can be loaded into Ad Astra

52. Usage Controls & Room Partitions
Usage Controls can be used to block space from reservations during remodeling
Partitions will allow for partial booking of larger spaces
Make sure largest space exists first in Ad Astra
Associate existing or new spaces as partitions to the larger space

53. Room Optimization
The Astra Schedule Sandbox is an academic scheduling area where scheduling scenarios can be created to model configuration options
The sandbox is a non-destructive work area for all optimizer, sectioning, and timetabling processes
Standard operating procedures for using the Schedule Sandbox and Room Optimization tools will be defined by the VP Instruction, AVP Academic Programs, AVP Workforce, & AVP

54. Support

55. Ad Astra Help, Support, & Resources
Help and Support Procedures for Ad Astra
ACC faculty & staff please with any questions or support needs for Ad Astra
ACC support tickets can be opened here:
Register for Ad Astra webinars on the aais.com website
User Manual & Quick Reference Guides
Ad Astra Ed Videos
1. User Interface, Navigation, and Filter Panels
2. Section Edit/Schedule
3. Event Creation and Editing Functionality
4. Notifications/Approvals

56. Questions? Discussion & Next Steps