Requesting a Recurring Meeting
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- Amberlynn Briggs
- 6 years ago
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1 Step 1: Navigating to Ad Astra Requesting a Recurring Meeting Go to In the upper right hand corner of the web page is a My Accounts button. Click this and then click Room Scheduling. Step 2: Login Located in the upper right hand corner is the login. Your login information is the username and password for school computers. (Must be an.edu account.) Step 3: Finding event request forms After login, you are brought to the Astra Home page. If you ever need to get back to the homepage while on Ad Astra you can click on the Astra Home tab. Now we can click on Request an Event under the Astra Schedule Functions box.
2 This will bring you to the form selection screen. Step 4: Selecting the right form After selecting Event Request you will be taken to a new page with a drop down box with request forms. The majority of request will be made through the General Room Form. Some Rooms require special forms. The Multi-Flex Theater and Seitz Conference Center are two examples of rooms that would require a special form. This walkthrough we will be using the General Room Form. Select this and you will be brought to the form. The header should look like this:
3 Step 5: Filling out the form The required information for each room is marked with (*). This means that we have to have that information, the system will not let you submit the form without it. The required information is as follows: customer name, your name, address, estimated attendance, event title, event type, will you have food, meeting name, and meeting type. If you have any special setup or audio/visual needs mention them in the Note or AV Needs section. Step 6: Creating the meeting This is one of the most important steps. Here we will create the meeting itself. This guide will show you how to set up a recurring meeting. At the bottom of the form you will see two calendars. Click on the Recurring tab. It will display a screen as shown below. From this screen you can set up four different types of recurring meetings, daily, weekly, monthly, and yearly. Each tab looks different because they require different information. For this demonstration, we will set up a weekly meeting on Tuesdays at 9:30 am to 10:30 am in the Student Affairs work room. They will go from November 1 st to December 31 st. Select the Weekly tab to bring up this screen:
4 We want it to be every week so leave recur every 1 week(s) on: as it is. Now select T for Tuesday. (Starts with U being Sunday.) Next set up the date range from November 1 st to December 31 st. You can also set it up to end after a certain number of Tuesdays by clicking the End After _ occurrences bubble. Double check the information entered and if all is correct, hit create. Now that the meeting is created, you should see it to the right of the Meeting Recurrence box. You will notice that this looks quite different from a single meeting. This condenses all the meetings down into this one spot. You can click on the plus (+) sign to expand the meeting and view each one.
5 Step 7: Assigning rooms and resources Now that the meeting is created we can assign it resources and a room. Click the check box next to the meeting s name and then click Assign Rooms. With recurring meetings you can just click on collapsed part to edit all meetings at the same time. You can also expand the meeting to edit each one individually. The menu for rooms will look similar to this: ANDRF 147 is the room we are wanting and as you can see there are three different conflicts with our Tuesday meeting. (Conflicts will be highlighted with yellow and unavailable rooms will be highlighted red.) When you click on the room it brings up a menu letting you know where the conflicts are.
6 Select each date that has no conflict by clicking on the check box next to the date. (At the top of the pop up you can hit Select Available to quickly check them.) After checking them you can hit OK. After clicking OK we can see that the rooms are selected. (They will be highlighted green.) But only six of them. Now we have to resolve our three conflicts. Let us use ANDRF 158. When opening it we find that the three remain dates are open. (Make sure to only select the dates you need and not all of them or your meeting will be in two rooms.) Click OK after selecting the dates and then click OK again. Now all meetings have a reserved space.
7 Time to assign resources. Resources work the same as rooms. You can assign them to all of the meetings at once by checking the collapsed meetings. Click Assign Resources. This menu will look similar to the room list, but will have resources that are available for the selected room. For this test meeting we will need an easel and flip chat. We find it in the menu and click on it to select it. (If a resource has more than one available you only need to select it once.) Remember to also mention any set up or audio/visual needs in the note section of the form. Note: Not all resources are available in all locations. Step 8: Submit the event request Double check all the information for the event. Now after double checking we can submit the event form. Click Submit in the header. After hitting submit you will be brought to a page thanking you for your request. On special room forms if you are submitting the form without being in the required time frame the system will not allow you to submit your request. In this case contact the Point of Contact for the space you desire. The list can be found on the Ad Astra Scheduler Instructions page on the Indiana Tech webpage. A direct link is If your meeting is in a space which requires staffing support, it is subject to being declined if it falls outside normal business hours and the request is being made with less than ten (10) business days notice. I.e. Talwar Leadership Center & Schlatter Board Room.
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