Managing Reservations and Facilities

If you manage one or more facilities, this page covers how to review incoming reservation requests and how to update a facility's settings. These options only appear in your sidebar if you've been assigned as a facility manager.

Approving or Rejecting a Reservation

Go to Reservations → Submissions → Pending to see reservation requests waiting on your review. You can also check Approved, Rejected, or All submissions for a full history.

Submissions section in sidebar showing Pending Approved Rejected and All submissions

Step 1

Review the Request

Each row shows who reserved the facility and the current status. Click the … icon under Actions, then select View Details to see the full reservation, including the requested schedule, reason, and any supporting document.

Actions menu showing View Details option

Step 2

Approve or Reject

From the same Actions menu, select Approve Booking or Reject Booking.

Actions menu showing Approve Booking and Reject Booking options

A confirmation window appears before the action is finalized. Click Yes, Proceed to confirm, or No, Cancel to back out.

Confirmation modal asking to confirm the approval

Note: Approving a reservation automatically cancels any other pending reservation that overlaps with the same facility and time slot. Double-check the schedule before approving if multiple requests are waiting on the same booking window.

Success message confirming the reservation was approved and overlapping reservations were canceled

Managing a Facility

Go to Reservations → My Facilities → Manage Facilities to see the facilities you're responsible for.

Step 1

Open Facility Actions

Click the … icon next to a facility, then select Edit Facility to change its settings, or Delete Facility to remove it entirely.

Facility Actions menu showing Edit Facility and Delete Facility options

Step 2

Update Basic Information

Set the facility's Category and Facility name, along with a Color used to identify it on the calendar. Add or remove Amenities, which appear as tags on the facility's card and help people know what to expect when booking it.

Update Facility form showing Category Facility name Color and Amenities fields

Does this facility have a manager? controls whether this facility shows a manager on its card. If set to Yes, choose who that manager is from Facility Manager. Notify specific users when used? lets you send a notification to selected users every time the facility is booked, which is useful for shared equipment that others may need advance notice about.

Update Facility form showing Management and Notifications section

Under Facility Status, set Under Maintenance? to Yes if the facility is temporarily out of use, and set Is Facility Active? to Inactive if it should no longer appear as bookable at all. These are separate settings: a facility under maintenance can still be marked active, but won't be available until maintenance is cleared.

Update Facility form showing Facility Status section

Click Update to save your changes.