Once a request has been submitted, it will appear in the request list. As a Facilities admin, you’ll receive an email notification that a new request is waiting. In this article, we'll go through how you can manage requests.
Managing Submitted Requests
1. Simply click the link to open and review the request in detail. Alternatively, head to your Jobs module and navigate to the Requests Board.
2. After reviewing, you can approve or reject the request.
If approved, they will move to the Job Board and the requester will be notified their request has been approved.
If the request is rejected, the request is moved to the processed tab on the Requests Board and the user is notified of the rejected request.
Dual Approval - Catering ONLY
A key new feature is the Dual Approval setting for catering requests. This feature pushes requests through two layers of approval, ensuring they align with company policy and can be fulfilled.
Dual approval is customisable on a per-item basis, providing flexibility for organisations to manage their catering services with precision.
1.Once the user has submitted the request it will come through to the request list and be emailed to Facilities admin just like any other request.
If the request is approved by the Facilities team, it then moves on to the job board in the ‘New’ column. It remains there pending a second approval.
If the request is rejected, the request is moved to the processed tab on the Requests Board and the requester is notified of the rejected request. No following action is required from admins.
2. The Facilities Admin and Catering administrator will be able to review these requests in the "New column" in the Job Board, and then they can choose to approve them and progress them onto the “to-do” list, or reject them. If the job is rejected, it should removed completely from the Jobs Board.
From the requester’s point of view, they will be notified if the request gets approved or rejected.
Job Board
The board will look slightly different depending on whether you have dual approval set or not. With it off you have three columns, but with it on, you have a fourth column on the left labelled ‘new’.
Approved requests are shown on the job board, where they can be tracked through stages like “To-Do,” “In Progress,” and “Completed.”
Clicking on a request reveals all relevant details. As an admin, you can move the card to “In Progress” to process that request.
Once the order is fulfilled, simply move the request to “Completed.” You can also clear completed jobs using the options menu, keeping the board organised and up-to-date.
Functionalities:
Search
Date: Select a specific date or range of dates
Location Filter
View: Board or Table
Filters: Assignes, Priority, Service Type, Floor, Space, Sort by.
FAQ:
How can admins approve or reject requests?
Requests can be approved or rejected within the Jobs module or through the Schedule by clicking on the meeting.
Where do processed requests go?
Once accepted or rejected the request will then go to the processed tab and live there for 30 days, until it is automatically moved into the archive.
What are the different statuses for requests?
A request can also be cancelled by the user or become expired, which is when the jobs can no longer be fulfilled as they have gone past their due by/delivery time.
Both will result in the request being pushed it into the processed tab.
A request can have one of these 4 different statuses:
Awaiting Approval
Approved - by a Facilities Admin
Rejected - by a Facilities Admin
Cancelled - any user with access to cancel a booking
Expired - When it has gone past its due date and is set automatically by the application
What kind of meeting information can admins and users with permissions see?
When the "Event visibility" policies are enabled, the information regarding the meeting will be restricted.