Video Tutorial


ML Schedules™ Software Admin Tools: Responding to a Facility Use Request from MasterLibrary.Com, LLC on Vimeo.



Applicable District Roles
  • District Admin
  • Space Approver
  • User with permission to Approve on Behalf of Others


There are four possible ways for authorized ML Schedules™ Software district users to respond to submitted Facility Requests:

  1. Approve the Request (with optional notes)
  2. Decline the Request (with optional notes)
  3. Put On Hold (pending further documentation or other data)
  4. Edit Event




1. Approve the Request


When a Request is submitted, users will receive an email alerting you to the submission.

  1. Select the link in the email message to open a browser window with your ML Schedules™ login screen.
  2. Log into the software. The Manage Requests index screen will be displayed.

Approve from the Manage Requests index screen

Users can approve the submitted Request with no notes by simply selecting the green check box next to the item they want to approve.


Approve from the Request Details screen

If users want to include external (i.e., to the requester) and/or internal (i.e., district approvers and those with also notify roles) notes:

  1. Select the magnifying glass (details) icon to display the Facility Request Details screen.
  2. Scroll to the bottom of the Details screen and enter optional notes in the External Notes and/or Internal Notes text fields.
  3. Select the Approve Request with Notes button.

2. Decline the Request


When a Request is submitted, users will receive an email alerting them to the submission.

  1. Select the link in the email message to open a browser window with the ML Schedules™ login screen.
  2. Log into the software. TheManage Requests index screen will be displayed.
  3. Select the magnifying glass () icon to display the Facility Request Details screen.
  4. Scroll to the bottom of the Details screen and enter optional notes in the External Notes and/or Internal Notes text fields.
  5. Select the Decline Request with Notes button.

3. Put the Request On Hold


On Hold is another command button that appears at the bottom of the Request Information (details) screen. Selecting this command delays approval of the event request to allow the Group Manager making the request to submit additional information such as required attachments. 


To use this command from a Request Information (details) screen:

  1. Describe the documentation or other information that is needed in the External Notes field.
  2. Select the On Hold button. An email will be sent to the Group Manager with the entered External Note. Once logged into the software, the event will appear as On Hold in the My Request summary window. The Group Manager will need to select the Details icon next to the On Hold event to display the Details screen where the District request can be met:
  • Files can be added via the Attachments field, and;
  • The Group Manager can enter a Comment that will be included in the Request form.Once files are attached and/or a comment is entered, the Group Manager selects the Request button to re submit the Request to the District.


On Hold



District staff can then select the Remove Hold button after ensuring all required material was received. When a Request is set to On Hold, the related event date(s), times and space appears as “Unavailable” on the Public Display View (if the District displays event information on its website from the software).


4. Edit the Request


The Edit Event command allows authorized district staff to make changes to certain fields in a submitted Facility Request, regardless of status, including:

  • Event Name
  • Start and End Dates
  • Start and End Times
  • Site
  • Attachments
  • Space


To edit an event from a Request Information (details) screen:

  1. Select the Edit Event button at the bottom of the screen. An Edit Event window will be displayed where a user can edit event fields.
  2. Enter the desired changes in any field that displays with a white background.
  3. Describe the changes made to the event in the External Notes field.
  4. Select the Save & Send Update Email button to save the event revisions and send an email to the Group Manager alerting them to the changes.
    Note: The Group Manager can opt to cancel the event if the changes do not meet the Group’s needs.


Request info edit