Administrator guide – Bookings screen: Awaiting approvals tab

This page describes how to use the Awaiting approval tab:

Access the Awaiting approval tab

To access the Awaiting approval tab:

Select Bookings in the navigation bar. The Bookings screen will appear.
Select the Awaiting approval tab. The Awaiting approval tab will appear.
Select the view you want:
- Table view
- List view
Select the resource type using the Resource type dropdown to filter your search on that resource type.
Select the location using the Location dropdown to filter your search on that location.
Enter a user name or email in the User search bar to search for their bookings.
Select the date range using the Date from and Date to dropdowns.
Enter a filter you want in the Filter search bar.
Select the filters you want.
Select the columns you want (where applicable).
Select Search to view the results based on your search parameters and filters.

You can filter on the Location (if left blank, it will search the whole organisation).

In Table view, the full list of columns in the Choose columns dropdown is as follows:

Resource (selected by default)
Date (selected by default)
Time (selected by default)
Title (selected by default)
Owner (selected by default)
# Attendees (number of attendees, selected by default)
Attendees
Cost code
Status – the category of your booking (for example, confirmed or tentative)
Group
Location
Site
Building
Floor
Zone
Owner email
Booked by name
Booked by email
Notes – further information provided by the booking owner
Requests – booking options asked for by the booking owner (for example, catering)
Requests with times – booking options asked for by the booking owner at a specific (for example, catering at lunchtime)

To edit a booked resource in the Awaiting approval tab depends on the view you’ve selected:

For the List view, select Edit booking next to your chosen booking (see image below). The Edit booking pop-up will appear.
For the Table view, select the vertical three-dots icon to open the more options menu.
Select Edit booking. The Edit booking pop-up will appear. If you’ve allowed bookings that are awaiting approval to overlap, a warning message will display.
Make the changes you need to.
If the booking is upcoming, select 1 of the following and the pop-up will close to return you to the Bookings screen:
- Select Save and notify attendees to keep your changes and let your invited attendees know of the changes.
- Select the dropdown next to Save and notify attendees to open the dropdown and select Save without notification to keep your changes without letting your invited attendees know of the changes.
- If you added or removed at least 1 attendee, select Save and notify all attendees to keep your changes and let all attendees know of the changes.
- If you added or removed at least 1 attendee, select the dropdown next to Save and notify attendees to open the dropdown and select Save and notify changed attendees to keep your changes and let attendees know if they need to attend or not.
- Select Cancel to discard your changes.

If you’re a location manager, location administrator, or administrator, you can approve or reject bookings.

To approve a booking in the Awaiting approval tab depends on the view you’ve selected:

For the List view, select Approve next to your chosen booking (see image below). The Approve booking pop-up will appear.
For the Table view, either:
- Select the vertical three-dots icon to open the more options menu.
- Select the tick boxes next to each booking to bulk approve bookings.
Select Approve. The Approve booking pop-up will appear.
Select either of the following and the pop-up will close to return you to the Bookings screen:
- Select Approve booking to approve the booking.
- Select Close to not continue to approve the booking.

If you’re a location manager, location administrator, or administrator, you can approve or reject bookings.

To reject a booking in the Awaiting approval tab depends on the view you’ve selected:

For the List view, select Reject next to your chosen booking (see image below). The Reject booking warning pop-up will appear.
For the Table view, either:
- Select the vertical three-dots icon to open the more options menu.
- Select the tick boxes next to each booking to bulk reject bookings.
Select Reject. The Reject booking warning pop-up will appear.
Optional: enter the reason why the booking is being rejected in the Reason for rejection text box.
Select either of the following and the pop-up will close to return you to the Bookings screen:
- Select Reject booking to approve the booking.
- Select Close to not continue to approve the booking.

The Awaiting approval tab limitations are:

The Awaiting approval tab is limited to the first 5,000 entries for all bookings awaiting approval and populates the tab based on the search parameters you selected.
You can only edit 1 booking at a time.
You can edit a booking when it has started. The start can only be changed to the current time or after – it can’t be changed to before the current time. For example, you booked a desk for 1:00 PM to 5:00 PM today and you want to change the start time to 2:00 PM. It’s currently 2:05 PM. You can only change the start time to 2:05 PM or later and not for 2:00 PM as that’s already been.

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