Event: This is an activity that can be scheduled within your department that is not an academic section. An Event can also be considered the title of a group of meetings.
Meeting: This is each time, date, and room that an activity is taking place. Meetings can occur as single (one-time) and recurring (daily, weekly, monthly, yearly) meetings. Spanning (24 hours a day, 7 days a week) is also an option but we do not recommend it.
Example 1: An annual Conference is being held by your Department. The Conference is the Event. The parts of the Conference such as breakfast, poster session, keynote speaker, reception, breakout session, etc. are the Meetings.
Example 2: A faculty member in your department has a weekly lab meeting. The Event is “Dr. Strong weekly lab meeting.” The Meetings are all of the times they meet in the semester such as Week 1, Week 2, Week 3, etc.
Event Type: An Event Type is a user-defined group of events used for reporting and event request routing purposes. Some common event types include Luncheon, Exam, Seminar, Meeting, or Class. These can be customized to your Department’s needs and even color coded if desired.
Event Meeting: Similar to Event Types but specific to meetings.
Customer: The group of people assigned to your area, usually the Department name.
Customer contact: Person within that Department that is requesting the reservation.
Quick Event: Scheduling an event directly from the calendar grid.
Event Wizard: Step-by-step workflow to schedule an event.
Event Request Form: Set up for various users to streamline workflow for event requesting and scheduling.
Approver: Person status that needs to take action on an event, room, or resource in order for the event to be scheduled.
- Event/room/resource notifications: Your action list within Ad Astra.
- Send notification/send event summary: Sends pdf summary to the customer contact or other person.
- Automatic email to room or resource approvers that an event is scheduled in their area.
Scheduled Event: Status that indicates that an event has all rooms and resources reserved. It is viewable on the calendar and the room/resource is held.
Requested Event: Status that indicates a room/resource has been requested but the event has not been approved. The event appears dark gray on the calendar and the event does not hold the room.
Incomplete Event: Status that indicates that a room or resource is missing a critical piece of information or approval. Depending on the cause of the incomplete, it may or may not be viewable on the calendar and the room/resources is available for other events.
Pending Event: (Not usually used) Status that indicates an event is currently being considered for that day and time. It is visible on the calendar and the room/resource is held during that time.
Tentative Event: (Not usually used) Status that indicates an event is currently being considered for that day and time. It is visible on the calendar and the room/resources is not held during that time.