How do I use Setup and Teardown Windows?

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How do I use Setup and Teardown Windows?

 

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There are two ways that setup and teardown windows can be added to an event – at the event meeting level or by adding a default setup/teardown window to a specific room for every time it is scheduled. 

Adding Setup/Teardown Windows to Event Meetings

Let’s talk about the first situation: adding a setup and teardown window to an event meeting. Be aware that setup and teardown windows will have to be added by a user that has permission in their role to “Edit Events.” These changes would need to be done in the Advanced Event view of an event and be added at the Meeting level.

Once you have navigated to the event. Click on the event meeting that needs a setup and teardown window. Select + Setup/Teardown Window and select Setup Window. The Setup Window will default to a half-hour window prior to the start of the event. The date and time can be changed! A Teardown window will default to begin at end time of your event meeting and end a half-hour afterward. Also - feel free to change the Description of Setup Window to make it more informative. Make sure to save your event!

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BONUS: Some schools will ask their requestors in event request forms if they need setup or teardown time for their event.

Astra Schedule Event Request Form – Multiple Choice Question 

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Astra Schedule Event Request Form – Long Answer Question

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Default Setup/Teardown Windows for Rooms

You may have rooms that require setup/teardown windows every time that it is scheduled, such as Room Divider Setup Window for a partitioned room or a Technical Setup for a specialized smart room.  

First, you will want to create a set-up service by going to Settings > Equipment & Services > + Add a Resource > Service > Name “Room Divider Setup” > Select Category “Facilities” > Select “Is Setup Service” and “Duration Reserves Room” > Add Default Duration and Minimum Duration > Save.

Room Divider Service Setup Example:

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Now that you have created the Setup Service, you can navigate to the room or rooms that should default to have the setup/teardown window applied every time it is scheduled. Select the Configuration and click Add Setup/Teardown Service. Then you can select the Setup/Teardown Service drop-down and click the service that you just built!  

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