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

Session Overview• Activity Calendar• Events…Events…Events…• Workflow/Notifications• Attendee Management

Activity Calendars

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

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

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

Events

Events

• Inactivate Event Types/Event Meeting Types

Events

• Inactivate Customers and Contacts

Events• Updated and streamlined Event, Event Meeting, and

Event Wizard user interface

Events• Updated Meeting Creation UI with the return of multi-select

calendar dates for Schedulers and Requesters

Events

• Updated Saved Filtering

Events• Multiple meetings within a single event can be edited all at once using the

multi-edit feature

Events• Assign rooms and resources from the meeting list tab

Events

• Working with Meetings: Individual or Group

Events• In-Grid Event Meeting Editing

Conference Call

Events• View Event Request in Separate Browser Window

Events• Notification History

• 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

Workflow & Notifications

Elements of Schedule for Approval Workflow

Event

Role Permissions

Resource GroupsApprovals

Notifications

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

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

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!

How the Notification Checkbox Interacts with Send Event Summary

The difference between Send Event Summary and automatic notifications (workflow)

How the Notification Checkbox Interacts with Send Event Summary

How the Notification Checkbox Interacts with Send Event Summary

How the Notification Checkbox Interacts with Send Event Summary

Primary Contact

Primary Contact:

How the Notification Checkbox Interacts with Send Event Summary

Additional Contact(s):

Different Individual Meeting Contact:

Attendee Management

7.5.7

Attendee Management

Attendee Options:• Record

Attendees at the Event Level

• Or Meeting Level

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

Attendee Management

– Send Event Summary• Include Attendees

Attendee Management

– Attendees Tab• Notify Event or Event Meeting Attendees

Summary

• Activity Calendars• Events….. Events….. Events…..• Notifications• Attendee Management

Additional Resources

•Astra Schedule Application Help•Recorded Webinars•Client Portal (knowledge base)•Technical Support

Contact Information

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