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 View > Awaiting My Approval.


Q.  How do I see request details, before approving it?

A.  Select View > View All Requests to display an index of all current requests. To view event details, select the magnifying glass next to the desired event.



Q.  How do I decline a request?

A.  Select View > Awaiting My Approval to display an index of all current requests awaiting your approval; then select the magnifying glass icon next to the request to view the Request Detail screen where you can write any external notes to the requester explaining why the request is being rejected. Select the status button at the top of the page and click Decline. This will decline the request and send an email to the requester notifying them that their request has been rejected. Any notes written in the external notes section will be included in the email as well.


Q.  How do I cancel a request?

A.  Select View > View All Requests to display an index of all current requests. Set the Request Status filter to Approved, select the proper date range, and select the View button. Click on the magnifying glass icon next to the approved event that you want to cancel to display the Request Detail screen where you can write any external notes to the requester and internal notes to any additionally notified users explaining why the request is being cancelled. Select the status button at the top of the page and click the Cancel option. This will cancel the request and send an email to the requester notifying them that their request has been cancelled. 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 cancelled.


Q.  How do I add an additionally notified user during the approval process?

A.  Select View > View All Requests to display an index of all current requests. Click on the magnifying glass icon next to the request to which you would like to add an additionally notified user to display the Request Detail screen where you can write an internal note to the additionally notified user.  Select the Edit option at the top right of the request. Scroll down to the bottom and add the users under "Notify Users of Approval" and click Save.


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.


Note: Notes are added under the Notes tab on the request details page.