Q. Who gets an e-mail once a request is Approved?
A. The requestor and any additionally notified users will receive an e-mail with all of the event details once a request is approved.
Q. Where do I go to Approve pending requests?
A. Select Requests > Awaiting My Approval.
Q. How do I see request details, before Approving it?
A. Select Requests > Awaiting My Approval to display an index of all requests currently awaiting your approval. To view event details, select the magnifying glass next to the desired event.
Q. How do I Decline a request?
A. Select Requests > Awaiting My Approval then select the magnifying glass icon next to the request to view the Request Information page. From here you can add any external notes to the requester explaining why the request is being declined. At the bottom of the screen select the Decline Request w/ Above Notes. This will decline the request and send an email to the requester notifying them that their request has been declined. Any notes written in the external notes section will be included in the email as well.
Q. How do I Cancel a request?
A. Locate the event you would like to Cancel and navigate to the Request Information page where you can add any external notes to the requester or internal notes explaining why the request is being Canceled. Select the Cancel Request w/ Above Notes button at the bottom of the page. This will Cancel the request and send an email to the requester notifying them that their request has been Canceled. This will also send an email notification to any additionally notified users involved with the request. Any notes written in the external notes or internal notes section will be included in the emails as well.
Example: An event has been approved in the High School gymnasium by a community group. However, the Boy’s Basketball team now needs to use the gym for a game that has been rescheduled at that same time. You are able to send the community group an external note stating that a conflict has come up with an internal school group and their event is being Canceled.
Q. How do I add an Additionally Notified User during the approval process?
A. From the Request Information page, select any of the users under the “Notify Users of Approval” section at the bottom of the page; then proceed with managing the request. This will add the user to be included on any future updates related to the event, such as approvals or cancelations.
Example: The requester needs access to the auditorium which is usually locked after school hours. You can select a custodian as an additionally notified user and write an internal note letting him know that the auditorium will need to be unlocked for this event.