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Hamersly Library

Information and Reference Desk: Astra

For students and staff of the information/reference desk

Staff View - Making a Room Reservation in Astra

Staff View - Making a Room Reservation in Astra

 

  1. Log into Astra from the study rooms link on the library home page and use the schedstu login from the password list.
     
  2. Click on the Events tab in the top center of your screen


     
  3. Click on the Event Wizard link


     
  4. On the left half of the screen:
    1. Enter a unique title for the event
    2. select the event type – 1. Library Group Study 
    3. Fill in the number of individuals who will be in the group


       
  5. On the right half of the screen:
    1. Click on the drop down menu and type “Hamersly Library Guest,
    2. The contact will default to “Guest, User.”  For other groups, select the contact person from the list. 
    3. Click the Next button toward the upper right corner of your screen.



  6. On the 'Meetings' tab, do the following:
    1. ​​​Select the '1. Student Study' meeting type.
    2. Click the date (or dates) of the reservation. Each selected date will highlight in blue. The red box signifies today's date.
    3. Choose the start and end time for the reservation (remember 4-hour limit).
    4. Click 'Create' to generate the meeting.
    5. All meetings that you create will appear on the right-side of the screen
    6. After all meetings are generated, click on 'Rooms' tab to proceed to the next page. 

 

  1. The next screen will present you with a list of rooms ranked by suitability for the size of your group.  For example, if you have specified attendance of 4 people, the 4 person study rooms will be at the top of the list.
    1. The room list should default to the library, but if not you’ll need to click the “+” symbol next to the Building Filter button on the left panel and  select rooms in HL.
    2. Sorting order defaults to the "best rooms" for your group size at the top. To arrange them by numerical order, click the empty space in the 'Room' box. Choose a room of the appropriate size (that shows Available) from the list by clicking on the room.  If you have selected more than one date you may need to click on the “+” symbol next to the reservation information (at the top right) to expand your view for all dates selected.
    3. Once all dates have a room selected, click the 'Finish' tab

  1. On the final screen:, double check the dates, times and rooms (you may need to click the Plus button next to the event name if there is more than one date).  If all looks correct, click Finish.
    1. Double-check that all dates/times are correct and a room is assigned for each one
    2. Click 'Finish' to finalize the event.
    3. Check the 'Event Status' to ensure that it is set to 'Scheduled'. If it is not, that means that there is an error which needs to be resolved

 

  1. Click on the Send Event Summary button, double-click in the Email field and type in the recipient’s email address. Be sure that “Notify” is set to “true.”

 

 

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Editing a Room Reservation in Astra

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Editing a Room Reservation in Astra

  1. Log into Astra from the study rooms link on the library home page and use the schedstu login from the password list.
  2. If you know the day and time for the meeting, proceed to step 3 - Calendars.  If you only know the name or location, you’ll need to search for it in Eventsskip to step 6.
  3. Click on the Calendars tab in the top center of your screen



     
  4.     Click on Scheduling Grids



     
  5. Your view should default to the library, but if not you’ll need to click on the dropdown bar at the top right of your screen and select Library from the list. You can type in the date you’re looking for, use the calendar icon, or adjust to the daily view in order to find the event you need to edit. Once found, hover over the event and click “view event details.” Skip to step 10 to continue editing.






     
  6. If you don’t know the date for the event you need to edit, click on the Events tab in the top center of your screen

  7.    Click on the Events link



     
  8. The events on this page display in alphabetical order by the event name according to whatever search criteria you specify.  Use the boxes at the left side of the screen to enter as much information as you can about the event you’re looking for.  For example, if I know the date and room number but not the event name, I would type in the date, select MAIN from the Campus plus button menu, select HL from the Building menu and then select the correct room from Room menuIf you know keywords in the title of the meeting, type them in the Keyword box to help limit your results, then click Search at the bottom of the screen.  See the top of the next page for a screenshot of the search menu.
     
  9. Once you have found the event you need to edit, click on it’s title. 


     

  10. The editing screen will appear.  Click on Edit at the upper left of the screen, then click the Plus symbol to the left of the meeting name in the lower panel.  This will allow you to see if there is more than one meeting attached to the event.
     
  11. If you want to cancel the entire event (and all the meetings attached), click on the pencil icon to the right of Event Status and click the word Cancel.  If you only want to edit or cancel one of the attached meetings, click on the pencil icon to the left of the meeting you want to edit.
     



     
    • a.    To edit the date or time, do so in the boxes shown in the larger circle.
    • b.    To cancel the meeting, click on the pencil icon to the right of Status and click the word Cancel.
       
  12.  When done with all edits, be sure to click the Save button at the upper right of your screen to commit the changes.
     
  13. You may also quickly adjust the room and/or time of an event meeting from the scheduling grid. Just click and drag the event to a new time slot and/or room. Astra will ask you to confirm your choice. Select “yes” and that day’s meeting will be adjusted.

 

 

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Approving Events

Approving Events

  1.     Log into Astra from the study rooms link on the library home page and use the schedstu login from the password list.
     
  2.     Click on the Events tab in the top center of your screen
     
  3.     Click on the Notification List link



     
  4.     Change the Type to say Event Requests, the Is Notification dropdown to say No and the Is Active dropdown to say Yes, then click Search at the bottom of the page.


  5.     The list that comes up on the main panel will look like this.  Click the words Created Date to sort the requests so that we approve them in the order they were received.   Once it is sorted, hover over the magnifying glass icon to make sure that the reservation has the necessary date/time fields filled. If so, follow the instructions beginning on the next page. If not, decline the event as shown below.

    If date/time fields are missing or other Error is Present:
     
  6.      Click on the red dash next to the event to decline it. A new prompt will pop up asking you to input a message. Make sure to write why the request was denied (e.g. ‘the library is not open during the requested time’, or ‘No date/times were selected’.



     
  7.      If request has necessary date/time information:


    Event type: this will most often be Library Study Group, Class, Tutoring, or Meeting.

    Customer:  For student study groups and psych experiments etc., select Hamersly Library Guest from the drop down menu.  For other campus groups, meetings, etc. choose the appropriate group out of the menu.  ** You can find specific information about who requested the event by clicking on the View Event Request button at the upper right of the screen**

    Contact:  this field will give you a limited list of people based on who your customer selection was.  For example, Hamersly Library Guest for a customer will give you Guest User as a contact.

    Owner:  Please use schedulers, student as the owner on all events unless the field has already populated with the requester’s name.

    Est. Attendance: this can be found in the View Event Request display.


     
    • Click the green check mark icon
    • A small box will pop up – click Approve to continue
    • Click View Event Request to see who has requested the room and how many people will be attending.
    • Click Edit in the upper left of the screen, then click the Plus symbol to the left of the meeting name in the lower panel.  This will allow you to see if there is more than one meeting attached to the event.
    • Enter information in the circled boxes:




       
    • Look at the Meetings section and check that the event is within our policies (4 or less hours for student groups and etc.) and occurs during a time we are open.  If not, click the pencil for the meeting that is wrong and fix it.
    • If the meetings do not already have a room assignment, click the box to the left of the meeting and the click Assign Rooms.  Pick an appropriate room from the list of rooms available and click OK.
    • Once everything is correct, click on the pencil button to the right of Event Status. Make sure the status is Schedule and then click Save at the top left of your screen.
    • Click Send Event Summary so you can send them a confirmation email.  Make certain the requesting person’s WOU email appears in the list on the right, or for Guest Users, double-click UserGuest@changeme.edu to insert their email address. Check to be sure that “Notify” is set to “true.” Note any changes made in the comments field and click the OK button.


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Printing Room Signs

Printing Room Signs

  1.      Once all pending requests for the day have been approved, click the Reporting tab at the upper right of the screen.  Then click the link for Reports.
  2.   In the blank called Report Name type Room Sign and hit the search button.
  3.   On the next screen click the link for Room Signs for Hamersly (in Event Lists).
  4.   Next, fill in today’s date in the Enter Start Date and Enter End Date fields (the other options are already filled for you).  Click the Apply button and wait for Astra to update the results.



     
  5.   Click the printer icon. Astra will create a PDF of the room signs. 
  6.   Open the PDF and then print and post. Remember to Print 2 copies of the page for 107.
  7.   Remember to take down the previous day’s signs.  You can go to the calendar by day and print a list of yesterday’s rooms, or just go door to door and take them all down.

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Advanced Tips

Advanced Tips

To Edit the Time of a Recurring Event:

  1.  Select "View Event Details



     
  2.  Click "Edit"



     
  3.  Select the events that need to change (Or click the top box to select all as shown below) and click "Edit Selected"


     
  4.   Use the "slide" tool to move the event a set amount (Days, Hours, or Minutes) or manually input the new start/end date and time in the boxes provided. Click "Apply" then save your changes.

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Schedule a Meeting Around Policy Blocks (Helpful in scheduling for DMC rooms and 301)

  1.  Go to the scheduling grid
  2.  Click and drag in an open room to create an event of the requested duration
  3.  Input the event details as normal
  4.  When the event is scheduled, click and drag the event to move it into the correct position on the scheduling grid.

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