ML Schedules™ allows District Admin, Space Approvers, and users with Permission to Approve on Behalf of Others, to Approve events.
There are several types of events you may need to approve:
- Individual
- Recurring
- Multiple Space
Approving an Individual Event
1. Select View > Awaiting My Approval to display an index of all current requests awaiting your approval.
2. Select the View Icon () to view the events details of the event you would like to Approve.
NOTE: If it is a one time event, you can do a "Quick Approval" by using the Green Check mark shown (). However, it is recommended that you look at the event details through the view button first.
3. Use Internal and External Notes fields to add any desired Notes to the request. This can be done from the "Notes" Tab.
Internal notes are only visible by other approvers of this request.
External notes are visible to the individual/Group whom requested the event.
4. Select the Status button to Approve the event.
NOTE: If you are the final approver on the event, the Requestor will be notified of their Approved event. If you are not the final Approver, the next Approver in the approval path will be notified that it is their turn to Approve the event (and no email will be sent to the requestor yet.)
Approving a Recurring Event
1. Select View Awaiting My Approval to display an index of all current requests awaiting your approval.
2. Select the magnifying glass () to view the events details of the event you would like to Approve.
The Request Information page will be displayed.
3. Select the View All Occurrences button to manage all instances of this Request.
4. You can then "Select All" events to Approve all events on the list, or select specific events to Approve by clicking the check boxes next to the individual events you want to manage.
5. Once you have all of the events you would like to Approve selected, click the the "Update Status" button at the top right, and select Approve.
NOTE: If you need to add Internal or External Notes when Approving, you will want to select the Edit button first and add your Note(s) from the Edit page and Save before completing Step 5.
6. If approval was successful, a window will appear that says "Successfully Approved Requests".
7. The Request will now move on to the next User for approval. If the request has been fully approved, the requestor will receive an email notifying them which requests have been Approved.
Note: When approving a Recurring Request if you select only a few events to approve a pop-up will display to see if you would like to decline the remaining events.
Selecting No will leave the requests pending, and selecting Yes will Decline the remaining events.
Approving a Multiple Space Event
1. Select View Awaiting My Approval to display an index of all current requests awaiting your approval.
2. Select the magnifying glass () to view the events details of the event you would like to Approve.
The Request Information page will be displayed.
3. Select the View All Occurrences button to manage all instances of this Request.
4. You can then "Select All" events to Approve all Spaces on the list, or select specific Spaces to Approve by clicking the check boxes next to the individual events.
NOTE: Depending on the approval path for each Space, you may not be the "Pending" Approver on all Spaces listed. You will have access to approve the Spaces that are pending your approval only.
5. Once you have all of the events you would like to Approve selected, click the the "Update Status" button at the top right, and select Approve.
NOTE: If you need to add Internal or External Notes when Approving, you will want to select the Edit button first and add your Note(s) from the Edit page and Save before completing Step 5.
6. If approval was successful, a window will appear that says "Successfully Approved Requests".
7. The Request will now move on to the next User for approval. If the request has been fully approved, the requestor will receive an email notifying them which requests have been Approved.
Note: When approving a Recurring Request if you select only a few events to approve a pop-up will display to see if you would like to Decline the remaining events.
Selecting No will leave the requests pending, and selecting Yes will Decline the remaining events.
Approving a Request through Email
1. Open the Awaiting your Approval Email.
2. Select the Approve button.
Note: If you select Approve and there are multiple Occurrences listed, the Approval will be applied to all of the Occurrences. If you would like to Approve some and Decline others that will have to be done inside the system.
3. Once the Approval has been processed you will receive a confirmation screen that looks like this.
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