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Calendar Approvals

The Approvals page is where administrators review and act on pending room and resource booking requests, as well as calendar events that require approval before being published.

Before You Begin

  • Configure rooms or resources with an Approval Group in Rooms & Resources
  • You need the Edit Content permission, or Resolve Calendar Conflicts & Approvals (both in the Content section of Roles & Permissions). Without Edit Content, the Calendars menu isn't shown -- open Approvals from the Dashboard's pending-approvals link or the approval email instead.

Opening Approvals​

In B1 Admin, open the Jump menu (the search bar at the top-left), expand Calendars, and click Approvals. Pending booking requests and events awaiting review are listed here. Use the Pending and History buttons at the top to switch between requests that still need a decision and ones that have already been decided.

Booking Requests​

When someone books a room or resource that has an Approval Group, and they aren't a member of that group, the request appears in the Room & Resource Requests section. (Bookings by members of the Approval Group are approved automatically.) Members of the Approval Group also get an email listing new pending requests, with a link to this page. Each row shows:

  • The event name and date/time
  • The room or resource being requested (with the quantity for multi-unit resources)
  • Requested by, the person who asked for it, linked to their record
  • A status badge showing whether the request has conflicts

Conflict Indicators​

If a request overlaps another booking or blockout for the same room or resource, its status shows a Conflicts badge; hover over it to see the details. Requests without overlaps show No conflicts. Review conflicting requests carefully before approving either one.

Approving or Rejecting​

Hover over a booking request and click Approve or Reject (rejecting asks you to confirm first). The requester is notified of the decision. Approved bookings are locked to that room or resource for the event; rejected bookings free the slot for others.

When you click Approve, an Approve booking dialog opens so you can also publish the event in the same step:

  1. Check Publish to public calendar to make the event public on its group's calendar. Leave it unchecked to approve the booking without changing the event's visibility.
  2. Once Publish to public calendar is checked, you can optionally choose a curated calendar from Also add to calendar to add the event to one of your curated calendars as well. Leave it set to None to skip this. (This option only appears if you have the content.edit permission.)
  3. Click Approve.

Pending Events​

Events that members request (for example, from My Requests in the B1 app) appear in the Event Requests section with their date, Description, and Requested by. Click Approve to publish an event to the calendar, or Reject to notify the submitter that changes are needed. Click Edit to fix the request's details before you decide, or Delete to remove it.

tip

Set up an Approval Group on a room in Rooms & Resources to require approval for that room. Groups with access can then request the room when creating events, and those requests flow into this page.

History​

Approved and rejected requests stay on the page. Click History at the top of Approvals to see them; click Pending to go back to the open requests.

  • Room & Resource Requests lists each decided booking with the event, the room or resource, Requested by, an Approved or Rejected badge, and Decided, which shows who made the decision and on what date. The most recently decided requests are listed first.
  • Event Requests lists each decided event with its description, Requested by, and an Approved or Rejected badge. Who decided an event request, and when, is not recorded, so that column is not shown for events.

You can change your mind from History: an approved request has a Reject action and a rejected one has an Approve action. Event requests can also be edited or deleted here.

Click a name under Requested by to open that person's record.