Office of the Registrar

Schedule an Event in Astra


The University of Toledo’s scheduling system, Astra Schedule, is a web-based tool available to the UT community for requesting rooms for academic and non-academic events. Below are some basic tutorials for reserving space on campus for your meetings or events.

Completing this form does not guarantee your reservation. You will receive an email stating that your request has been received (if you do not receive a confirmation of receipt email, your request did not go through properly). You will receive a second email with a reservation number once availability has been verified and your space has been reserved.

How to submit an event request at the University of Toledo using Astra

Step 1: Log into the myUT portal using your UTAD username and password. Navigate to the Employee tab, and select Astra Scheduling within the Workplace Tools.

Step 1a: Enter  your UTAD username and password again on the Astra Schedule page.

login

Step 2: Click the Request an Event link.

Step 3: Select an Event Request Form

  • Main Campus Classroom Reservation (Course Related) - Use this form to request the use of a general purpose classroom for a course related purpose.

  • HSC Event Request Form - Use this form to request the use of  general purpose room for a meeting or event on the Health Science Campus.

Step 4: Complete the Contact Information and Event Information portion of the online event form. Your name and email address is automatically filled in for you. Fields with an '*" are required. When completing the Event Name, an appropriate and descriptive name is important. If the name is too general, it may be changed during the approval process. The additional comments box is information that will only be viewed by the Room Scheduler.

Event

Step 5: Complete the Event Meetings portion of the online event form.

  • Meeting Name - filled in for you from earlier in the form.

  • Meeting Type - Select a type that best corresponds with your event.

  • Max Attendance - This field ensures you reserve a room large enough to accommodate your needs.

  • Requires a Room - This field should already be checked.

Create the meeting - Request a Single Meeting

  • At the bottom of the form you will see two calendars. Be sure the "Single Meeting(s) tab is selected.

  • Set Meeting Start Time and End Time. Ensure the correct AM or PM time is selected.

  • Calendar - Locate the date of the meeting and select it. The date will be highlighted in blue. (The current date is outlined in a red box.)

  • Click the Create button - the event will appear in Meetings box to the right.

Meeting

Create the meeting - Request  a Recurring Meeting

  • At the bottom of the form you will see two calendars. Choose the "Recurring" tab.

  • Daily Pattern - You can set up 4 different types of recurring meetings; daily, weekly, monthly, and yearly. Each tab looks different because each requires different information.

    • Daily - Recurrence and Day of the Week
    • Weekly - Recurrence and Day of the Week
    • Monthly - Do not use the Nth Option
    • Date Range - Start Date, End Date and Number of Occurrences
  • Click the Create Button - Events will appear in Meeting to the right.
  • Set the Day Pattern - Daily, Weekly, etc. Calendar - Locate the date of the meeting and select it. The date will be highlighted in blue. (The current date is outlined in a red box.)

  • Click the Create button - the event will appear in Meetings box to the right.

Step 6: Assign a room to the request

  • To assign a room to the request, click the check box next to the meeting's name and click the "Assign Rooms" button. The menu for rooms will look similar to this:

RoomSelection

  • Rooms and Availability - Rooms are displayed in the best-fit order. For example, if you need a room for 100 attendees, only those rooms that will accommodate that number of guests are displayed as options and those that fit best (closest to 100 person capacity) will display first.

    1. Click an available room to select it. It is important to only select one room.
    2. Red - Room highlighted in red is unavailable for day/time of your event.
    3. Yellow - One or more of the meeting dates have a conflict with another course or event
    4. Green - The room will be held for your meeting request when you save and submit
  • Hint -If you need additional details about a room, hover your cursor over the room details icon and the details about the room will pop-up. The 'score' column refers to how well that room fits your request.

    Room Detail

  • Select the room for your event request. It will be highlighted in green.

  • Click the OK button.

Step 7: Submit the event request

  • Double check all the information for the event is accurate.
  • Click the Submit button in the header.
  • After clicking submit, you will be brought to a page acknowledging that your event request has been received.

  • If your event must be cancelled, please send notification as soon as possible. See instructions below.

Event Request Messages

When an event request form is submitted, an email message is automatically generated and sent to the requestor as confirmation. Additionally, when action is taken by an event request approver, you will receive an email message that your event request was either confirmed or declined, or that more information is requested.

Cancelling or Changing an Event

Cancellations or changes cannot currently be performed online. To cancel or change an event, email the appropriate scheduling staff:
Main Campus General Purpose Room - curriculum-scheduling@utoledo.edu
HSC Campus General Purpose Room - hscrooms@utoledo.edu

 

Last Updated: 11/28/17