How to set approvers for a room?

Problem / Question

1. How do I make a room need approval?

2. How do I make someone be a room approver?

3. How do I get notifications / emails that a room needs approving?

4. Where can I see all the room or desk requests that I need to approve?

Solution / Answer

There are 3 key steps to set up approvals:

1. Set up Approvals in the Settings tab of the location or resource.

2. Assign a location manager (or location administrator) – the approver.

3. Optional: the location manager or location administrator may want to set up notifications for the resources that need to be approved.

4. Approve a booking.

Set up Approvals settings

Assign a location manager

To assign a location manager to a location:

1. If you haven’t already:

   • Add your booking categories.

   • Set up a location.

2. Select Admin in the navigation bar.

3. Select Location managers under the Location Settings section in the side menu.

4. Select + Add manager. The Add location manager pop-up will appear

5. Begin to enter the specific location they are going to be a manager of into the Location text box. A dropdown will appear.

6. Select the location.

7. Begin to enter the name of the person in the Who text box. A dropdown will appear.

8. Select the manager’s name.

9. Select Add.

   

10. Select Remove to remove a location manager.

Optional: set up notifications

To set up email notifications for resources or locations:

1. Select the User profile dropdown (your initials).

2. Select Email notifications. The Email notifications screen will appear.

   

3. Select + Add. The Add email notification dialog will appear.

4. Begin to enter the location you want to be notified about in the Location search bar.

5. Select your location from the dropdown.

6. Select either All resource types (default) or 1 of the resources available in that location from the Resource type dropdown.

7. Select 1 of the following from the Notify me when a dropdown:

   • Booking is made, needs approval, or is cancelled

   • Booking needs to be approved

   • Request has been made for something additional

     

8. Select either of the following and the dialog will close to return you to the Locations and resources hierarchy:

   • Add to add this email notification.

   • Close to discard it.

9. The new email notification will appear in the Email notifications screen.

10. To delete this email notification, select Remove.

    

Approve a booking

To approve a booking in the All bookings tab depends on the view you’ve selected:

1. For the List view, select Approve next to your chosen booking (see image below). The Approve booking pop-up will appear.

2. For the Table or Schedule views, select the vertical three-dots icon to open the more options menu.

3. Select Approve. The Approve booking pop-up will appear.

   

4. 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.