Approve and Reject Requests

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Some things require approval before they are able to be reserved. As a member of an approval group, you can respond to pending requests for rooms, resources, and event request forms that your approval groups are assigned to.

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View Pending Requests

As an approver, when there are new requests for you to review, you'll receive an email and see a yellow dot appear on the Approvals tab.

Important

If an event has a conflict, approval notices will not be sent out until the conflict is resolved.

In Calendar, you can view all of your pending requests in two ways, both on the Events page:

In the Calendar tab, set the My events filter to Approver and the Approval status filter to Pending. This works with both the Table and Month views.

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In the Approvals tab, you'll see any approvals that require action from you.

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  1. If you're a Conflict Resolver, you will see a Conflicts section on the left side of the Approvals tab when there are pending conflicts.

  2. The Event Requests section shows pending events that have been created through an event request form.

  3. Booking Requests is where you'll find events with pending requests for rooms or resources.

Tip

Once requests are resolved, they're removed from the Approvals tab and the events can be found in the Calendar tab on the Events page.

Respond to a Request

Requests are sent to all members of the approval groups for that item. One person from each assigned approval group will need to respond to resolve a request.

Tip

If you request a room or resource that you are an approver for, the request will be automatically approved and no notifications will be sent to the other approval group members.

If you submit a request through an event request form that you are an approver for, the request will still need to go through the approval process.

Ask for More Information

If you don't have all the information you need to approve or reject a request, you can ask for more details.

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  1. If an event has been created internally, you can use the internal notes to communicate with the event owner. The event owner and subscribers will be notified and can respond with their own internal notes. You can edit your own internal notes in an event at any time.

  2. If an event has been created through an event request form, you can email the requester directly. The requester can respond to your emails, and both will be logged in the Activity tab.

    Tip

    The event owner and other approvers in the form's default approval group will be CC'd on all emails between the event and the requester. Event subscribers are not CC'd on requester emails, but can view all emailed comments in the Activity tab.

Approve or Reject a Request

When you're ready, you can approve or reject a request from within the email notification, the event's settings, or the Approvals tab on the Events page.

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  • For events with one request, click Reject or Approve for the request.

  • For events with multiple requests, click Selective to choose which items to approve or reject. You can also click Reject or Approve to apply the response to all requests.

Warning

Once you approve or reject a request, it cannot be reversed.

If you click the wrong button and need to change your response for a booking request (requested room or resource), you'll need to remove the room or resource from the event, add it back, and then take the correct action.

If you reject an event request form submission, the pending event will be deleted immediately and cannot be recovered. The requester will need to re-submit their request.

Approval Decision Notifications

The event owner will receive an email when a request is approved or rejected.

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If the request was made through an event request form, the requester will be notified of the decision by email as well. You can optionally include a custom message with the decision notification.

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