1. 2013 Texas Ad Astra Summit Monday, July 22 nd What’s New in 7.5 for Event Scheduling Presented by: Kelly Hollowell, Manager of Education, Ad Astra

2. Session Overview Activity Calendar Events…Events…Events… Workflow/Notifications Attendee Management

3. Activity Calendars

4. New activity calendar – Month, week, and list views – Easily managed and deployed – May be accessed directly via URL or imbedded within another portal or website Calendar API – Presents activity data for use by third-party systems – Various output formats, including vCal, Excel, text, RSS, and HTML – Requires development resources from institution Calendar Export – Export file that executes through the ATE – More versatile than text export – Create a spoke file that matches customer format

5. Scheduling Calendars Scheduling Calendars Provide – Multiple ways to view activities Calendar Resource Grids List View – View by: Day Week Month – User Filters – Managed Calendars – Scheduling quick events directly from the calendar Same As Always

6. Activity Calendars – Traditional, activity-based calendars that help users and guests quickly find events and/or academic sections that are taking place on campus – Friendly, easy-to-use, easily deployable and intended for a wide audience – Activity Calendars Provide List/week/month formats Hovers – Add to Outlook – Email a friend Ability to link directly from a web page to a calendar Ability to embed

7. Events

8. Inactivate Event Types/Event Meeting Types

9. Events Inactivate Customers and Contacts

10. Events Updated and streamlined Event, Event Meeting, and Event Wizard user interface

11. Events Updated Meeting Creation UI with the return of multi-select calendar dates for Schedulers and Requesters

12. Events Updated Saved Filtering

13. Events Multiple meetings within a single event can be edited all at once using the multi-edit feature

14. Events Assign rooms and resources from the meeting list tab

15. Events Working with Meetings: Individual or Group

16. Events In-Grid Event Meeting Editing Conference Call

17. Events View Event Request in Separate Browser Window

18. Events Notification History

19. Request Rooms no longer requires View Rooms permission Request Events no longer requires View Events permission Request Equipment & Services no longer requires View Equipment & Services permission Role Form Changes

20. Workflow & Notifications

21. Elements of Schedule for Approval Workflow Event Role Permissions Resource Groups Approvals Notifications

22. Event Form Scheduler does have rights to Edit Events Scheduler does not have rights to Schedule resources Approval GroupNotification Group S Bea Smith Classy Smith Frank Smith

23. Event Request Requester does not have rights to Edit Events Scheduler does not have rights to Schedule resources Approval GroupNotification Group S R Bill Johnson Classy Smith Frank Smith Eve Smith

24. Frequently Asked Questions Which Report Server Notification Format displays Event Summaries, Approval Notifications, etc. the best? – PDF Where do you change the format? – Report Server Configuration Can multiple people receive Event Summaries? – Absolutely!

25. How the Notification Checkbox Interacts with Send Event Summary The difference between Send Event Summary and automatic notifications (workflow)

26. How the Notification Checkbox Interacts with Send Event Summary

28. Primary Contact

29. Primary Contact: How the Notification Checkbox Interacts with Send Event Summary

30. Additional Contact(s):

31. Different Individual Meeting Contact:

32. Attendee Management 7.5.7

33. Attendee Management Attendee Options: Record Attendees at the Event Level Or Meeting Level

34. Attendee Management Features Attendee Sign-Up – Don’t Allow – Allow Users may access the sign up from the following: Event List hover Activity Calendar hover Embedded Calendar hover

35. Attendee Management – Send Event Summary Include Attendees

36. Attendee Management – Attendees Tab Notify Event or Event Meeting Attendees

37. Summary Activity Calendars Events….. Events….. Events….. Notifications Attendee Management

38. Additional Resources Astra Schedule Application Help Recorded Webinars Client Portal (knowledge base) Technical Support

39. Contact Information Kelly Hollowell, Manager of Education, Ad Astra Information Systems – Phone number: 913-652-4125 – Email address: khollowell@aais.com