How To Reserve a Room or Check Room Availability

revised 04/01/11
Please be advised that you can only access the room schedule site from on campus.
All room reservation requests must be made through the ASTRA website.
Please schedule your event at least one WEEK before it occurs to allow for processing.

1. Print these instructions. Once you click on the link below it will open in a new browser window. Following printed instructions instead of clicking between browser windows makes this task easier!

2. Go to https://classroomscheduling.muohio.edu/AstraSchedule/Portal/GuestPortal.aspx. Logging in is not necessary—you are automatically granted permission to request a room via guest access.

3. You must check room availability and allow 15 minute space between scheduled usage of room prior to your event and following your event.**

• Click on CALENDARS tab. Click on green Edit Search Filter button at right side of page.

• In Location box: Campus = M,

• Building = JHN is Johnston, THH is Thesken, LVH is Levey, GRD is Gardner Harvey Library, or BRC is Bennett Recreation Center (gym).

• Select “Middletown Calendar View” from the Calendar drop-down box (right side of screen at top). You can view the daily, weekly, or monthly calendar by selecting the appropriate tab. After selecting a tab, click “Grid”. To request an event you can either:

• Find an available time slot for the room you would like and click on the open space. This will take you to the event request form

• Or, you can click on the green “Request Event” button in the upper right portion of the screen.

4. You will then come to a page that says “Welcome to the Event Request Wizard”. Type in the title of your event. Be specific – “English 111 MB Computer Lab” is much better than “Computer Lab”.

5. Select “Room Request Form – Middletown” from the drop-down list. Click “Next”.  NOTE: If you select any other request form your request will NOT go to Middletown classroom scheduling.

6. Fill in all required fields, indicated by *. If you need audio/visual equipment or any kind of special furniture arrangement, please include those requests in the “Setup Requests” text box.

7. Click the grey “Add/Remove Meetings” button.

8. The meeting name and description you entered in the previous screen will carry forward to this screen. For “Meeting Type”, select the category most relevant to your event from the drop-down list.

9. Enter the maximum amount of attendees you expect in the “Max Attendance” box.

10. Specify the date(s) and time(s) of your meeting(s) in the “Meeting Times” field. If your event occurs at the same time on multiple days, use the “Add Recurring Meetings” feature. Otherwise, use the “Add Meeting” button. When you are finished adding dates/times, click the green “Request Rooms” button in the top right side of the screen.

11. Next click the “Edit Filter” button towards the middle of the page.  In here change the middle drop box to say “All” (located next to box that defaults to “Building”) and click “Search Rooms.” A list of all rooms scheduled by Records and Registration on the Middletown campus will appear. For a description of the room, hover the cursor over the yellow dot next to the room name. When you have found the room(s) that you would like to schedule, click on the corresponding box that says “Available”.  You can select multiple rooms at once. Make sure you have selected at least one room for each meeting time.  NOTE: If this box is red and says “Unavailable”, you are unable to request that room.

• If you attempt to proceed without selecting at least one room for each meeting, you will receive an error message. You will then need to re-apply the Middletown campus filter by clicking on the grey “Edit Filter” button, then the green “Search Rooms” button that appears on the pop-up box.

12. Click the green “Save and Update Request” button. This will take you back to the screen that you completed in step 6, except you will now be able to see all of your meetings and the rooms you selected. Review this information for accuracy.

• If you need to make changes to your meetings, click the “Add/Remove Meetings” button.

• If you need to make changes to your rooms, click the “Request Rooms” button.

13. Once you are finished reviewing or making changes, click the green “Submit Request” button.

14. A message will appear that says “We have received your request and will notify you of the approval status within 1-2 business days.” Click the green “done” button, then “logout” in the upper right corner. This will return you to the guest home page.

**The reason for this is that early arrivals interrupting classes and class discussions that run a few minutes beyond scheduled time have prompted us to require a buffer period to allow for smooth transitions between room reservations