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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
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: [email protected]