Astra Schedule
Product Documentation
Astra Schedule 6.0
User’s Guide
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Table of Contents
Getting
Around in Astra Schedule.. 1
Technical Support. 1
1.1 Astra
Schedule Overview.. 1
Key References Displayed
in the Main User Interface Window.. 2
1.2 The
Tabs. 3
Records vs. Fields. 3
Color Codes. 3
Status Codes - Definitions. 4
1.3 Sort
Feature. 5
1.4
Grouping Feature. 5
1.5 Find
Feature. 6
1.6 Using
the Toolbars. 6
The Upper Toolbar. 6
The Lower Toolbar. 7
1.7
Customizing Astra Schedule Views. 9
Customizing the Upper
Toolbar. 9
Customizing the Database
Layout Tool. 10
Customizing Your Column
Widths. 11
Customizing Your Column
Order. 11
Choosing a Date Range or
Term. 11
Customizing Grouping
Options. 12
Creating
and Editing a Room Record.. 13
2.1 The
Information Tab. 14
Capacity and Max Capacity. 14
Special Features. 14
Regions. 15
2.2 The
Configuration Tab. 16
Configuration Information
Tab. 16
Configuration Price Plans
Tab. 17
Configuration Notify Tab. 17
2.3 The
Sharing/Partitioning Tab. 18
2.4 The
Control Tab. 19
2.5 The
Blocking Tab. 20
2.6 The
Details Tab. 21
2.7 The
Notes/History Tab. 21
2.8 The
Services Tab. 21
Room Effective Date. 22
Expiration Date. 22
Scheduling
and Editing an Individual Section.. 23
3.1 Section
Editing/Scheduling Flowchart. 23
3.2 The
Summary Tab. 24
Scheduling Preferences. 26
Instructors. 26
3.3 The
Resources/Services Tab. 27
3.4 The
History Tab. 27
3.5 The
Notes Tab. 27
3.6 The
Details Tab. 28
3.7
Additional Meeting Information Area. 28
The Crosslists Tool. 28
Section Clusters. 29
Exceptions. 31
Additional Rooms. 32
3.8
Holidays. 32
3.9
Creating a Section Record. 33
3.10
Editing an Existing Section. 34
Academic
Scheduling Preferences.. 35
4.1
Preferences Overview.. 35
4.2
Preferences Flowchart. 36
4.3
Understanding Preferences. 37
Weighting. 37
Room Type. 37
Room Features. 38
Regions. 38
Building. 38
Room. 38
4.4
Configuring and Applying Your Scheduling Preferences. 39
How are Scheduling
Preferences Inherited?. 39
How Often Do I Configure
My Scheduling Preferences?. 39
Configuring Preferences at
the Meeting Type level. 40
Configuring Preferences at
the Subject Level. 40
Configuring Preferences at
the Course Level. 41
Configuring Preferences at
the Instructor Level. 43
Configuring Preferences at
the Section Level. 44
4.5
Applying Scheduling Preferences. 45
4.6
Scheduling Priorities. 45
What is considered when
placing sections?. 45
Percentage Decisions. 45
Bulk
Scheduling – The Optimizer.. 47
5.1 Bulk
Scheduling Overview.. 47
Bulk Scheduling Flowchart. 47
5.2
Understanding the Optimizer. 47
5.2
Understanding the Optimizer. 48
How does the Optimizer
help me?. 48
The Algorithm. 48
How can I modify the
Algorithm?. 48
How does the Optimizer
affect the source file?. 48
Optimizer Objectives. 49
Common Problems
Contributing to Unscheduled Meetings. 49
5.3 Running
the Optimizer. 49
Before You Start. 49
Optimizer Preview.. 49
5.3 Running
the Optimizer. 51
The Optimizer Results
Report. 53
5.4
Scenario Modeling. 54
Scenario vs. Production
Mode. 54
Creating a New Scenario
File. 54
Deleting Unwanted Scenario
Tables. 55
Switching Back to
Production Mode. 55
Update to Production. 55
5.5
Unscheduled Sections. 56
Locating Unscheduled
Sections. 56
Placing Unscheduled
Sections Using the Optimizer. 56
Scheduling
an Individual Section.. 57
6.1 The
Available Rooms Tool 57
Using the Available Rooms
Tool. 57
The Conflict Tool. 59
Exam
Scheduling.. 60
7.1
Enabling Exams. 60
7.2
Creating the Exam Term. 60
7.3
Configuring Exam Preferences. 61
7.4
Defining the Exam Timetable. 62
7.5
Optimizing Exams. 63
Event
Scheduling.. 64
8.1 Event
Scheduling Overview.. 64
The Event Wizard. 64
8.2 Event
Scheduling Flowchart. 65
8.3 Pricing
Plans. 65
8.4
Resources and Services. 66
Resource Trouble Tickets. 66
8.5 Event
Types. 67
8.6
Customer Types. 67
8.7
Selecting Customers. 68
8.8
Notification List. 70
8.9 Finding
an Event. 71
8.10
Creating an Event. 71
8.11 Using
the Daily Room Grid. 74
8.12
Cloning an Event. 75
8.13
Combining Events. 75
8.14
Editing an Existing Event. 76
Finding and Opening an
Event Record. 76
The Summary Tab. 77
The Meetings Tab. 80
The Details Tab. 82
The History / Notes Tab. 82
The Costs Tab. 82
The Resources / Services
Tab. 82
The Summary Print Tab. 83
8.15 Event
Attendance. 83
Attendee Management on an
Event Record. 83
Attendee Management in the
Event Management Drop-down Menu. 84
Sending Microsoft Outlook
Meeting Requests to Attendees. 85
8.16
Requesting an Event. 85
Using the Event Wizard. 85
Using the Daily Room Grid. 85
How Astra Schedule
"Handles" Requested Events. 85
8.17
Scheduling a Requested Event. 85
Changing the Status in the
Event Record. 86
Scheduling/Confirming an
Event with the Message Center. 86
8.18 Scheduling
a Rejected Event. 87
Understanding
Resources.. 88
9.1
Resources and Services Overview.. 88
Resource Definitions. 89
9.2
Configuring Resources and Services. 89
Configuring a Consumable
Resource. 89
Configuring a Resource for
Which Quantity Will Not Be Tracked. 91
Configuring a Resource for
Which Only the Quantity Will Be Tracked. 93
Configuring a Resource
with Serial Numbers. 95
9.3
Configuring a Menu. 97
Configuring a Resource
that Can Be Used as a Menu Item. 97
Configuring Menu Items. 97
9.4
Configuring a Resource Collection. 98
9.5
Configuring Services. 99
Booking
Resources.. 100
10.1
Booking Resources with Events. 100
10.2
Booking Resources with Sections. 102
Managing
Resources.. 103
11.1 The
Resource Grid. 103
11.2
Trouble Tickets. 104
Accounting.. 106
12.1 Ledger
Entries. 106
12.2
Invoices. 107
12.3
Statements. 109
12.4
Payments. 110
12.5
Payment Centers. 111
12.6
Payment and Ledger Entry Types. 111
Messaging.. 112
13.1
Communication Center. 112
Inbox. 112
Tasks. 113
Sent Messages. 113
Contact Manager. 113
Create Mail. 114
13.2 Chat. 115
13.3 Mail
Options. 115
13.4
Template Editor. 115
Notification Types. 116
File Drop-down Menu. 116
Insert Menu. 117
Format Menu. 117
Inserting Bands. 117
Building Your Own Template. 118
Reporting.. 119