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Set Up A Schedule Request Approval Process

Schedule Request Approval Hierarchy

Follow the steps below to set up a request type approval process for your organization - You may require a request type to go through a different approval process. This approval process will override any default process configured at the organization, building, or resource level. Follow the steps below to set up a resource approval process:

  1. Click Organization in the left sidebar
  2. Under the Request Type tab go to "Add Request Type" or go to "Details" to edit an existing request type
  3. Select the Approval Order and using the drop down list. You can add multiple levels of approval by using the green plus sign. The largest number will be the final approval tier and this user type will be able to bypass all other levels of approval if need be. You can also add multiple users to one approval tier if more than one user type is allowed to approve the request. If you do not see a user type option on the drop down list, view the user type editor to confirm that the user type is able to "Approve/Decline" schedule requests. You will also want to confirm all user types that will be required to go through the approval process in the user type editor by checking the "Requires approval" box. 
  4. Scroll to the bottom and click Save

Setting up a resource level Schedule Request Approval Process - You may require a resource to go through a different approval process. This approval process will override any default process configured at the organization or building level. Follow the steps below to set up a resource approval process: 

  1. Click Resources in the left sidebar.
  2. Select the Details icon next to the resource you wish to set up an approval process for. Scroll to the Schedule Request Settings section.                         
  3. Select the Approval Order using the drop down list.
  4. Scroll to the bottom of the page and click Save 

Setting up a building level Schedule Request Approval Process: - You may require a building to go through a different approval process. This approval process will override any default process configured at the organization level. Follow the steps below to set up a resource approval process: 

  1. Click Building in the left sidebar.
  2. Select the Details icon next to the building you wish to set up an approval process for. Scroll to the bottom to find the Schedule Request Settings section.                                                                                            
  3. Select the Approval Order using the drop down list.
  4. Scroll to the bottom of the page and click Save 

Follow the steps below to set up a schedule request approval process for your organization:

  1. Click Organization in the left sidebar.
  2. Under the General tab find the Schedule Request Settings section.  
  3. Select the Approval Order using the drop down list. You can add multiple levels of approval by using the green plus sign. The largest number will be the final approval tier and this user type will be able to bypass all other levels of approval if need be. If you do not see a user type option on the drop down list, view the user type editor to confirm that the user type is able to "Approve/Decline" schedule requests. You will also want to confirm all user types that will be required to go through the approval process in the user type editor by checking the "Requires approval" box.
  4. You can also add multiple users to one approval tier if more than one user type is allowed to approve the request. You can add multiple levels of approval by using the green plus sign. The largest number will be the final approval tier and this user type will be able to bypass all other levels of approval if need be. 
  5. Scroll to the bottom of the page and click Save

Note: The resource being scheduled must require approval for this process to take place.  If you want a user to only approve and receive approval email notifications for a certain building, make sure their user type "Approve/Decline" access is set to accessible buildings.  

Setting up an After Hour approval process - If you have the operating hours enabled on your site, you can set up an after hour approval process. If people schedule an event to take place outside of your normal operating hours, you can create a second approval process.

The largest number will be the final approval tier and this user type will be able to bypass all other levels of approval if need be. If you do not see a user type option on the drop down list, view the user type editor to confirm that the user type is able to "Approve/Decline" schedule requests. You will also want to confirm all user types that will be required to go through the approval process in the user type editor by checking the "Requires approval" box.

To restrict users from scheduling during Operating hours, change their "operating hours" access.

  1. Click on Organization on the left side bar
  2. Click on User Type and select the Details icon next to the user you want to change.
  3. Scroll down to Schedule Request Access, and find Operating Hours Access. 
  4. Select the access you want to give this user type when scheduling during Operating Hours. 
  5. Scroll to the bottom of the page and click Save 

 

 

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