2013 texas ad astra summit monday, july 22 nd
DESCRIPTION
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. Session Overview. Activity Calendar Events…Events…Events… Workflow/Notifications Attendee Management. Activity Calendars. - PowerPoint PPT PresentationTRANSCRIPT
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2013 Texas Ad Astra SummitMonday, July 22nd
What’s New in 7.5 for Event Scheduling
Presented by:Kelly Hollowell, Manager of Education, Ad Astra
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Session Overview• Activity Calendar• Events…Events…Events…• Workflow/Notifications• Attendee Management
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Activity Calendars
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Activity Calendars• 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
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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
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Activity Calendars
• 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
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Events
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Events
• Inactivate Event Types/Event Meeting Types
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Events
• Inactivate Customers and Contacts
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Events• Updated and streamlined Event, Event Meeting, and
Event Wizard user interface
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Events• Updated Meeting Creation UI with the return of multi-select
calendar dates for Schedulers and Requesters
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Events
• Updated Saved Filtering
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Events• Multiple meetings within a single event can be edited all at once using the
multi-edit feature
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Events• Assign rooms and resources from the meeting list tab
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Events
• Working with Meetings: Individual or Group
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Events• In-Grid Event Meeting Editing
Conference Call
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Events• View Event Request in Separate Browser Window
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Events• Notification History
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• 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
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Workflow & Notifications
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Elements of Schedule for Approval Workflow
Event
Role Permissions
Resource Groups
ApprovalsNotifications
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Event Form
• Scheduler does have rights to Edit Events• Scheduler does not have rights to Schedule resources
Approval Group Notification Group
S
Bea Smith
Classy Smith
Frank Smith
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Event Request
• Requester does not have rights to Edit Events• Scheduler does not have rights to Schedule resources
Approval Group NotificationGroup
S
R
Bill Johnson
Classy Smith
Frank Smith
Eve Smith
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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!
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How the Notification Checkbox Interacts with Send Event Summary
The difference between Send Event Summary and automatic notifications (workflow)
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How the Notification Checkbox Interacts with Send Event Summary
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How the Notification Checkbox Interacts with Send Event Summary
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How the Notification Checkbox Interacts with Send Event Summary
Primary Contact
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Primary Contact:
How the Notification Checkbox Interacts with Send Event Summary
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Additional Contact(s):
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Different Individual Meeting Contact:
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Attendee Management
7.5.7
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Attendee Management
Attendee Options:• Record
Attendees at the Event Level
• Or Meeting Level
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Attendee ManagementFeatures• 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
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Attendee Management
– Send Event Summary• Include Attendees
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Attendee Management
– Attendees Tab• Notify Event or Event Meeting Attendees
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Summary• Activity Calendars• Events….. Events….. Events…..• Notifications• Attendee Management
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Additional Resources
•Astra Schedule Application Help•Recorded Webinars•Client Portal (knowledge base)•Technical Support
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Contact Information
• Kelly Hollowell, Manager of Education, Ad Astra Information Systems– Phone number: 913-652-4125– Email address: [email protected]