As noted here, once a user submits a reservation request, it gets added to a queue of requests, awaiting review by users with the "Manage reservation requests" permission. Let's go through the process of reviewing a request from beginning to end.
Reservation request datapoints
When a user submits a reservation request, they're prompted to add a variety of datapoints - some mandatory, some not. The information they include in their submission is what appears on the back end when a request is being reviewed.
So, let's say a reservation request is submitted. Depending on your notification preferences, you'll be notified somewhere of its submission and be prompted to review it. When you click through to the request, you'll see a modal that looks like the one below.
It will contain a variety of datapoints to help you review the request and determine whether to approve all occurrences, some occurrences, or none. You'll see:
- Who submitted the request
- Who's assigned to review the request (if anyone)
- The title of the reservation
- A brief description of the reservation
- The dates and locations for each requested occurrence
- Whether the location is available during the requested time slot
- Any attachments uploaded by the requester
Pretty straightforward so far, right?
Reservation request actions
There are a few actions you can take when reviewing a request. You can:
- Comment on it
- Add any necessary attachments
- Assign it to a user to review
- Check the availability of all requested occurrences
- Edit the reservation
- Approve all occurrences
- Approve some occurrences, or
- Deny the entire request
We'll briefly touch on each below so you can better understand them all.
1. Commenting
If a request is missing key details or needs clarification, you can request more information before making a decision. Simply add a comment to the request, outlining what’s needed. The requester will be notified and can respond accordingly.
2. Attachment uploads
If you need to share a document with the requester—such as a contract, waiver, or additional instructions—you can upload an attachment directly within the request. Once uploaded, the requester will be notified and can access the file from their request details.
3. Reassigning the request
If you’re not the right person to review a request, or if another team member needs to handle it, you can reassign the request. Just select the appropriate reviewer from the dropdown menu, and they’ll be notified of the assignment.
4. Checking occurrence availability
Sometimes, between when a user submits a request and when you review it, another request for the same location and time may have already been approved. To help you confirm availability before making a decision, we added the "Check Availability" button. Clicking this button will instantly check whether the request time slot is still open. A red X indicates it's unavailable, while a green checkmark indicates it is available.
5. Approving all occurrences
If all requested occurrences are available and you want to approve them, simply click the "Confirm" button. Doing this will:
-
Approve and create reservations for all occurrences in the request
- Notify the requester of the approval
- Move the request to your "Processed Requests" page
6. Approving some occurrences
There may be times when you don't want to approve all occurrences, or some are simply unavailable. If either of those scenarios arises, go to the "Dates and Locations" table within the request, select which occurrences to deny, and then click the "Confirm" button. Doing this will:
-
Approve and create reservations for all occurrences marked as 'Approve'
- Deny those marked as 'Deny'
- Notify the requester accordingly
- Move the request to your "Processed Requests" page
7. Denying all occurrences
If you need to deny all occurrences in a request for any reason, simply click the "Deny All" button and provide a reason. Doing this will:
- Deny all requested occurrences
- Notify the requester of the decision
- Move the request to your "Processed Requests" page