Astra Schedule Help (7.5)

View Rooms

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View Rooms

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View Rooms

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To view a list of rooms in the database, select the Rooms option from the Resources tab. You may narrow the list being displayed by entering search text and/or filter criteria and clicking on the Search button. Once the desired results are displayed you may view a basic summary of the room, including the room image if applicable, by hovering the mouse pointer over the hover icon just to the right of the room name. Additional details about a the room are accessible by clicking directly on the room name.


The Room Info section of the room record includes the following information:


The campus on which the room is located. Building/room combinations must be unique on a given campus.


The building in which the room is located. Rooms must be unique within a building.


Room #
The number assigned to the room.


Room Type
A selection from the Room Type list that describes the general use of the room.


Square Feet
Number of square feet in the space. Optional.


Room Name
Text name for the room, if different from room number. Optional.


Key #
Information about the key or code required for the room. Optional.


Max Occupancy
Represents the maximum number of people allowed in the room and is often dictated by the fire code. This is not used for scheduling purposes but is a reporting field.


Phone #
A contact phone number for the room, if applicable. Optional.


The defined HVAC Zone with which the room is associated. Optional.


Reference text describing the room. Optional.




“May Not Schedule”
Room is off line and unavailable for scheduling.


“Arranged Section”
Room is only available for those sections flagged as “Arranged”. This is typically an off-campus, on-line, or otherwise “fake” room used for reporting purposes.


“Do Not Optimize”
Room is only available for manual scheduling.


“May Be Shared”
Room may be shared by multiple sections, up to the number specified and the room capacity.  Room is only available for manual scheduling.

NoteNOTE: Shared rooms may be shared by multiple sections simultaneously. This classification should be limited to special use rooms like gymnasiums and labs, where multiple activities can be occurring at the same time. Enabling the sharing option will allow the room to be manually double-booked, up to the number of allowed sections and the capacity of the room.  The room assignment optimizer does not schedule rooms flagged as "May Be Shared".


The Configurations section of the form displays the available layouts of the room and the details associated with the layouts. You may select View to see additional information specific to the configurations of the room.


The Features section displays any permanent features of the room and includes their quantities if applicable. Room features may be requested by activities and can help ensure an appropriate room. Features can be added to or removed from the room at any time to accurately reflect its attributes.


The Regions section displays any regions to which the room belongs. Regions are used as scheduling preferences, for user security, and for list filtering for various application views where applicable.


The Usage Control section of the form displays any activity scheduling rules that have been applied to the room. New rooms do not automatically have usage policies applied. The default state for a new room is that any activity can be scheduled at any time, depending on user access. Two kinds of usage policies may be manually configured for a room. Default usage policies replace the default, open state of the room with new rules that dictate room usage at all times. Exceptions may also be applied, and dictate room usage on specific dates. Exceptions override the default usage policy for the date specified. Exception policies are useful when an issue arises that impacts the usage of a room for a short period of time. For example, you may apply an exception policy to a room to block its usage while it is being painted. If no usage policy has been applied to the room, this section of the form will be blank. If usage policies have been applied, they will appear in a chart that illustrates the time of day and day of week during which activities may be scheduled. Exceptions, or date-specific policies, will also indicate the date or dates on which they apply. You may select from the usage policies applied using the drop-down menu.


The Partitions section displays any rooms that are partitions of the room being viewed, as well as the rooms in which scheduled activities will be considered conflicts due to partition relationships.


The Notes section of the form displays any notes that have been recorded for the room.