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2013 Texas Ad Astra Summit Monday, July 22 nd

2013 Texas Ad Astra Summit Monday, July 22 nd. 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.

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2013 Texas Ad Astra Summit Monday, July 22 nd

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  1. 2013 Texas Ad Astra Summit Monday, July 22nd What’s New in 7.5 for Event Scheduling Presented by: Kelly Hollowell, Manager of Education, Ad Astra

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

  3. Activity Calendars

  4. 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

  5. Same As Always 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

  6. 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

  7. Events

  8. Events • Inactivate Event Types/Event Meeting Types

  9. Events • Inactivate Customers and Contacts

  10. Events • Updated and streamlined Event, Event Meeting, and Event Wizard user interface

  11. Events • Updated Meeting Creation UI with the return of multi-select calendar dates for Schedulers and Requesters

  12. Events • Updated Saved Filtering

  13. Events • Multiple meetings within a single event can be edited all at once using the multi-edit feature

  14. Events • Assign rooms and resources from the meeting list tab

  15. Events • Working with Meetings: Individual or Group

  16. Events • In-Grid Event Meeting Editing Conference Call

  17. Events • View Event Request in Separate Browser Window

  18. Events • Notification History

  19. Role Form Changes • Request Rooms no longer requires View Roomspermission • Request Events no longer requires View Eventspermission • Request Equipment & Services no longer requires View Equipment & Services permission

  20. Workflow & Notifications

  21. Elements of Schedule for Approval Workflow

  22. Approval Group Notification Group • Scheduler does have rights to Edit Events • Scheduler does not have rights to Schedule resources Classy Smith Event Form S Bea Smith Frank Smith

  23. Approval Group Notification Group • Requester does not have rights to Edit Events • Scheduler does not have rights to Schedule resources Eve Smith Classy Smith Event Request S R Bill Johnson Frank Smith

  24. 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!

  25. How the Notification Checkbox Interacts with Send Event SummaryThe difference between Send Event Summary and automatic notifications (workflow)

  26. How the Notification Checkbox Interacts with Send Event Summary

  27. How the Notification Checkbox Interacts with Send Event Summary

  28. How the Notification Checkbox Interacts with Send Event Summary Primary Contact

  29. How the Notification Checkbox Interacts with Send Event Summary Primary Contact:

  30. Additional Contact(s):

  31. Different Individual Meeting Contact:

  32. Attendee Management 7.5.7

  33. Attendee Management Attendee Options: • Record Attendees at the Event Level • Or Meeting Level

  34. Attendee Management Features • 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

  35. Attendee Management • Send Event Summary • Include Attendees

  36. Attendee Management • Attendees Tab • Notify Event or Event Meeting Attendees

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

  38. Additional Resources • Astra Schedule Application Help • Recorded Webinars • Client Portal (knowledge base) • Technical Support

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

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