How To Create an Event

Overview: 

These instructions explain the workflow for scheduling meetings and special events within the Astra Scheduling application. This workflow applies to users who have general access and who want to make requests in the Astra Scheduling system. 

Step 1: Astra Schedule

Navigate to SCHEDULE.UAHS.ARIZONA.EDU on the browser of your choice.

Log in with your UA Net ID and password using the Log In button or Sign In button (top right of the application screen) to authenticate in the system.

Step 2: Request an Event through the Scheduling Homepage using Event Forms

You can Request an Event through the Scheduling Homepage using Event Forms one of two ways:
A. Homepage buttons: Request an Event (Event Forms)

B. Scheduling Toolbar: Events > Request Event > redirected to Event Forms.

Image
request event
Image
request event_menu

Step 3: Add details for your meeting through Event Forms.

1. Select the Event Request Form you would like to submit.

  • Please fill out the form with all required information. Include as much information as possible.
  • NOTE: All required fields are denoted with an asterisk *.
event_form_1

2. Click Add Meeting Button.

event_form_2

3. You will be redirected to the Create Meeting(s) window. Here you will add your meeting details under one of three schedule types: Single, Multiple, or Recurring.

A meeting that takes place on one day or multiple meetings that occur as part of the same event, without a set date and/or time pattern.

a. Time: The system defaults the end time a ½ hour after the start time.

b. Date: Verify the single event has the same start and end date. The single event should not span over more than one day.

Event Form Single Button

A grouping of multiple random days (no pattern) meetings.

a. Select the dates on the left and move them to the box on the right by clicking the red arrow button.

b. To schedule multiple dates at different times; select the dates first, select the times, and click the red arrow button. Continue to add more dates with different times and then click the red arrow button.

  • To remove a date that was previously selected, click the date again.
  • To remove a meeting from the list, click the red X in the meeting box.
Event Form Multiple button

A series of regularly scheduled meetings (ex: every Monday and Wednesday at 2 pm, every second Thursday of the month at 9 am).

Please confirm the following fields when populating a recurring meeting:

  • End Time - The system defaults the end time a ½ hour after the start time.
  • End After - The system defaults to the “End after” field with 10 occurrences. If this is not ideal, then click the “End by” and select the date.
  • Recurrence Summary - Review this field and confirm all information is accurate before clicking Add Meeting button.
Event Form Recurring Button

 

4. Select Add Meeting when done.

5. After confirming your meetings, add your rooms by selecting the Assign Rooms/Request Rooms button and submit your selections with OK

  • For further instruction on how to add rooms, see Assign Rooms below:
event form_form_3

This window displays where you can select and request your desired room(s). Use the key below to navigate this window.

Assign Rooms/Request Rooms window

A. Filter - Filter in different building regions of rooms. Remove any defaulted filters to view all scheduled areas or enter search criteria for specific areas. 

B. Rooms - Click on the room column header, and this displays the rooms in sequential order.

C. Bullseye - Hover the cursor over the bullseye to display room details, such as room type and capacity. Note: choose a room with the correct capacity for the event meeting. Safety first!

D. If a room is reserved, it displays the conflicts in yellow and the unavailability in red.

  • If you click the yellow cell, the system displays which event(s) conflict with your event. Here you have the option to resolve some or all the conflicts. 
  • To view the conflicting event limited details, hover your cursor over the event link in blue.
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Resolve Conflicts window

E. If you have multiple meetings, click the plus (+) button at the top right corner of the event to show or hide all the meeting dates and times you are requesting.

 

6. Click Submit button.

event form_form_4

Step 4: Saving Your Event

Saving your Reservation

After confirming your event information, first Save and then Save and Close your event (See Image “A or B”).

A.

Save and Close buttons

B.

Save and Send Notification Button