Pre-Approving Reservations for Administrators

This article will assist administrators with pre-approving reservations.

Some administrators, such as school site administrators, may be pre-approvers. A pre-approver's approval is required before the district can give its final approval.

Locating Reservations Pending Your Pre-Approval

When a reservation is created that requires your pre-approval, an email may be sent to your email address depending on your role and communication settings.

Reservations that are pending your pre-approval will also be displayed on your administrator dashboard in the Pending Requests widget.

You may also find reservations that are pending your pre-approval by navigating to the Pending tab under the reservations dropdown from the lefthand navigation bar.

Pre-Approving a Reservation

You may pre-approve a reservation directly from the Pending Reservations page by clicking the Pre-Approve button beneath the reservation ID. 

This page will also display the list of pre-approvers for this reservation by their initials. If another pre-approver has already weighed in on the reservation, a green thumbs up icon will appear next to their initials if they approve of the event, or a red thumbs down icon if they do not approve.

If you would like to review further details about the reservation before giving your pre-approval, or if you do not approve of a reservation and would like to designate a thumbs down, you may do so by clicking on the hyperlinked reservation ID. This will bring you directly to the reservation details page, where your pre-approval may be given.

The Pre-Approver section of a reservation details page appears beneath the Insurance and Documents sections. This section displays a list of the pre-approvers for the reservation, their thumbs up or thumbs down, and the option for you to pre-approve the reservation. Once you click either OK or Not OK, you will be prompted to make a comment. After you submit your comment, the reservation will remain as pending, but indicate a thumbs up or thumbs down in the Pre-Approvers sections of the reservation details page.

If you select Not OK, you will also be prompted to choose the reason that best describes why you are declining the reservation. Once you have selected a reason, click Submit to complete the action.

The selected reason will be displayed internally in the Pre-Approver section of the reservation details page and in the reservation history.
Please note that after pre-approving a reservation, if new information arises that affects your decision, you may change your pre-approval status as long as the reservation is still pending. Once a reservation has been formally approved by the district or facility owner, you will be unable to change your decision.

You may change your thumbs up to a thumbs down (or vice versa) directly from the reservation details page, by simply clicking the other available option.

Once you have weighed in on a reservation, a final approver will review the reservation and either approve or decline.

For additional assistance, please reach out to Facilitron Support at (800) 272-2962, or email us at support@facilitron.com.