Go to http://astra.cia.edu and log in with your CIA credentials (CIA username and network password).

From the bar at the top, select Events. From the drop down menu that appears, navigate under Event Management and select Notifications.

You should be able to see all recent requests that are pending approval at the top. Pending requests will have three icons to the left of the Description name, a green check mark in a circle, a dash in a red circle, and the letter i in a blue circle.

Events that are pending approval will have a Description that begins with Event requested:.

Click the Target Icon next the Description name to view a snapshot of the event summary, then click View Event Details to go to the event page.

Please note, you can click the green check mark in a circle to approve the event. However, it is advised you go into the event page.

In the event page, confirm that the Contact name, Customer group, and Event Type fields are all completed.

A new user to Astra, who has not been associated with a customer group (such as an office or academic department), may have one or more of these fields blank. However, they should still be able to submit requests. The ____________ should assign the user to the appropriate customer group prior to approving the request.

Most people will only request events that they will be the Contact (or host) for. However, some people, such as the Faculty and Academic Affairs Assistant, may submit requests on behalf of someone else, which is perfectly alright, but may lead to differing names in some locations.

TIP: You may click into each individual Meeting occurrence to add additional information, such as adding resources, setup/tear down time, or to view the Max Attendance. Click the name of the Meeting to open the Meeting Information window to access these options.

You may choose to add the Estimated Attendance into the overall Event Information page, which can be accessed from the Meeting Information page.

Once you have confirmed that the space(s) and resources requested are available and all information is accurate, change the Event Status.

Click the drop down menu near Event Status, underneath where it says who submitted the request. You may choose from Requested to Schedule, Tentative, Pending, or Cancel. We typically only use Schedule and Cancel, but Tentative may be a good option for events that are likely to happen, but the final times have not been solidified.

The language to the right of Event Status should now show "Requested to Schedule by [your username]."

On the upper left of the page, click Save to update Astra with your changes. You should now see the Event Status as "Scheduled by [requester's username]". Your event is now scheduled in Astra!

It is now time to notify our campus partners of the request. To get an Event Summary emailed to you, click Send Event Summary, near the upper right of the page.

In the pop-up window, you can click the red X next to Notify for the Requester. You will send an email confirmation to the event requester, the event contact, and our campus partners. They do not need, and likely will not receive, this email.

Once the Recipients box no longer shows any people, you can now click the Add from Contacts for the appropriate person to receive the summary.

Here you can search by first name, last name, or email address. Please note, the system typically remembers your last search to make it easier for you.  

Check the box next to the last name, then click Add. Please note, once you do this, you won't see any changes on this screen. You need to click Close to ensure that the contact was successfully added.

Once you click Close, you will return to the Send an Event Summary window. Your contact(s) should be listed under Recipients. Then you only need to click OK to send the event summary to the email(s) selected.

You should receive an email from [email protected] within a few minutes, titled Event Summary: [Event Name] (Res # [event number]).

If you would like to receive email notifications of event requests, you need the appropriate Role in Astra. Roles are managed by Administrators of the system, which are currently members of the Information Technology team. A support ticket must be submitted to request a change in permissions.

If you have the Scheduler or higher role, you may follow these steps to setup up notification emails for any event requests.

Begin by logging into Ad Astra. From the bar at the top, select Events. From the drop down menu that appears, navigate under Event Management and select Notifications.

From the Notifications page, click the My Preferences button near the upper left portion of the screen.

You will then be in the Notification Preferences page. Under Notification Schedule, click New.

You may now select the Time Frequency, Day Pattern, and Date Range that you desire for your notification emails. Double check that Is Active is checked at the top of the popup window.

Once you are satisfied with your selections, click OK to save your notification schedule.

Then click Save to save what you have done. You may create another schedule now or click Save and Close to return to the Notification page.