University College of the North
3/7/2012
Table of Contents
Introduction ... 1
Login ... 1
Place Your Room Request ... 1
Contact Information ... 2
Event Details ... 2
Add/Remove Meetings ... 2
Recurring Meetings ... 4
Request Rooms ... 4
Room and Resource Needs ... 5
Other Information ... 5
Submit Request ... 5
Viewing Existing Booking Requests ... 6
Additional Information ... 6
Contacts ... 6
Room Configuration ... 6
Catering ... 6
Audio/Visual Needs ... 6
UCN Ad Astra Meeting Request Guide Page 1
Introduction
For meetings for events/workshops/meetings for internal use other than classes UCN will be
using Ad Astra software.
You will be able to view your meetings once the event scheduler has confirmed room availability.
Login
Your UCN supplied username and password will be used to Login to Ad Astra. If you are already logged into the network and click on Online Services and then Room Bookings, you will be in Astra.
Once logged in the Astra Schedule page will appear with a number of tabs at the top.
Place Your Room Request
Click ‘Events’ tab
Click ‘Event Request’
Enter a descriptive ‘Event
Title’
o GOOD ‐ The Pas Facility Staff Meeting o BAD – Staff Meeting
Select ‘Internal User Form’
from the dropdown
Contact
Information
Complete the contact information appropriately
NOTE: You must include
your email address and phone number in this section of the form for request confirmation purposes
NOTE: If any fields appear as dropdowns select the value from the list
Event
Details
‘Event Title’ will automatically
populate from the previous screen
‘Event Description’ – Add additional
details regarding request
‘Type’ – e.g., Meeting, Seminar,
Workshop
‘How many’ – will assist the
scheduler in determining if you have selected the correct room size
Click ‘Add/Remove Meetings’ to enter date and time room is required (See ‘Add/Remove
Meetings’ below). Any requestors that submit a room request that have not selected a room will be declined. You must find your own room.
Add/Remove
Meetings
NOTE: You do not need to re‐enter the ‘description’,
‘meeting type’ or ‘max attendance’ but it will help in narrowing down room selection to those that best suit your needs
Select the ‘Start’ and ‘End’ dates
UCN Ad Astra Meeting Request Guide Page 3
Click ‘Add Meeting’
Your event will appear in the right window and look similar to the below image
NOTE: It is easiest to use the calendar icon to the right of the dates box and click into and
type in the numbers of the start and end times. Use the tab key to move from one section to the next; shift+tab to move back.
There are three options available:
o Click ‘Save and Update Request’ – will return you to the Internal User Form
OR
o Click ‘Request Rooms’ – you will then be able to select specific locations and/or
rooms (See ‘Request Rooms’ below)
OR
o Click ‘Clear Meetings’ – resets the meeting list so that you can start again
NOTE: Your booking request will not be sent to the scheduler until you click ‘Submit
Request’ on the initial event request screen
Recurring
Meetings
If you need to book a regularly scheduled event Click
‘Add Recurring Meetings’
The screen to the right will appear
Select the appropriate ‘pattern’ for your meetings
(e.g., daily, monthly) and complete the additional details
If there is an identified number of bookings required
or a date that the bookings will no longer be required make sure to enter the ‘number of occurrences’ or an ‘end date’
Request
Rooms
Click ‘Edit Filter’ to narrow down rooms in locations that are
appropriate for your needs.
Select the ‘Campus’ and ‘Room Type’
NOTE: The more you customize the ‘Room
Selection Filter’ the better the suggested available rooms list will meet your request
NOTE: You can save the filter by clicking on
‘Manage Filters’ and saving it with an appropriate name
Click ‘Search Rooms’
NOTE: You can select rooms in multiple locations
(Instructions below)
Click on the room you would like to select, the row
will turn green
To select rooms in another location as well, click
‘Edit Filter’ and identify the parameters for the search
UCN Ad Astra Meeting Request Guide Page 5
The meeting details and selected rooms will now appear on the original event request
screen under the ‘Event Details’ section
Room
and
Resource
Needs
‘Room Configuration Needs’ may assist with room assignment of a room that best suits
your needs (e.g., Classroom, Videoconference Room, Elluminate)
‘Audio/Video or Other Equipment’ also assists in room assignment to best suit your needs
(e.g., flipchart, projector)
Other
Information
‘Additional Information’ – please record any additional information that you feel will
assist the scheduler in assigning the appropriate room.
Submit
Request
Click ‘Submit Request’
Your request will now be submitted to the Event Scheduler.
Viewing
Existing
Booking
Requests
Login to the Astra site
Click ‘Events’
The screen to the left will appear,
select ‘Yes’ from the dropdown beside ‘My Events’
Click ‘Search’
Your bookings will appear in the
right hand screen
Additional Information
Contacts
Questions can be directed to:
Doris Shand
[email protected] (204) 627‐8621
Room
Configuration
If the room is configured to suit your needs (e.g., moving desks from rows to circle
formation) please be considerate and set back to original configuration (e.g., move desks back to row configuration).
Catering
You will still be required to complete the appropriate paperwork and make arrangements
for coffee service requirements.
