Respond To Facility Requests

 

 

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
5. Cancel the Request (Will need the Manage Site Settings admin permission)

 

 

Note: Pending requests will show the user that it is pending.

 

1. Approve the Request

 

When a Request is submitted, users will receive an email notification about 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 checkmark 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 icon () to display the Facility Request Details screen.
2. Select the current status button.
3. Select the Approve option.

 

2. Decline the Request

 

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

 

1. Select the magnifying glass () icon to display the Facility Request Details screen.

2. Select the current status button.

3. Select the Decline option.

 

4. Select the Users you want to notify via email about the decline status update.

5. Click Save

 

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 the approval of the event request to allow the Group Manager to submit additional information such as required attachments. 

 

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

 

1. Select the magnifying glass () icon to display the Facility Request Details screen.
2. Select the current status button.
3. Select the On Hold option.

 

Once the On Hold button is selected the user can decide to add a note on the confirmation Modal.

 

 

A note can be added in the textbox. The user can choose if they want this to be an external note or an internal note. By default if "Internal Notes Only" is unchecked it would be considered an External note.

 

If "Internal Notes Only" is checked it will be a Internal note viewable to only space approvers and admins. 

 

If you would like to send the note as an email be sure to select "Save & Send Email" - If you select Save only emails will NOT go out but the status will update along with your note. 

 

• Files can be added via the File Tab.

 

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 button 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 button at the top right of the screen. The Edit Request 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 (not required)
4. Select Save to save the changes. 
5. Select the Users you want to notify via email about the Request changes.

    

    

   

   
   

Note: If you modified any information that would change fees charged for these events, you can check the “Save & Recalculate Fees” checkbox. This will save the event details and recalculate any fees associated with these events. 

 

IMPORTANT: If you would like to override any automatically calculated fees and add your own custom fees to these events, enter in the custom fees in the appropriate Fields, but do not check off the Save and Recalculate Fees checkbox.

 

6. Click Save

 

Note: If you select the Save button and do not select any users to be notified, no emails will be sent.

 

5. Cancel the Request

1. Select the magnifying glass icon () to display the Facility Request Details screen.
2. Select the current status button.
3.  Select the Cancel option.

4. Enter the Cancel Reason.

 

 

5. Click Save if you don't want to send an Email. If you want to send an email make sure you click Save & Send Email.

 

Users can respond to emails, and they will be added under External Notes. Below is who will receive the emails based on each status.

 

Note: The email will be from "ML Schedules Software"

 

• Pending - Email Requester and Approve Users who already Approved and Approve Users at the next step

• On Hold - Email Requester and On Hold User

• Declined - Email Requester and Decline User

• Canceled - Email Requester and Cancel User

• Approved - Email Requester, Additional Notify Users, Approve Users, Group Managers set to receive Emails from other Users in Group

• Awaiting Payment - Requester, Approve Users, Group Managers set to receive Emails from other Users in Group

 

 

Note: If you want to add notes before you update the status you will need to click the Notes tab at the top, add your note and then update the status.

 

Example:

 

1. Select the Notes tab.

 

2. Add your Note in the Internal or External textbox.

 

 

3. Select the Status button and move it to your new desired status.

 

When this done, the note is automatically added and the status will be updated.