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Workplace Services / Reservations

Approve or Reject Reservations

Some reservations require approval. Room and resource reservations require approval if the room arrangement/resource that has been reserved has been defined to require approvals. To change this setting, consult your business process owner.

Reservations that require approval can be approved by users who have been assigned as an approver for the room arrangement/resource. In addition, any reservation can be approved by a Reservation Manager. Also, if no approver has been assigned to a room arrangement/resource, a reservation for this room arrangement/resource can be approved by someone with the Reservation Service Desk role.

Note: If a user changes a reservation after the reservation has been approved, the reservation requires re-approval.

Note: Reservations that do not require approval have the status of "Confirmed" immediately after the reservation is made. Reservations made through ARCHIBUS Workplace are automatically approved.

Rejecting room reservations for conference calls

Room Reservations that are part of a conference call can be rejected like any room reservation. If you reject a room reservation that is part of a conference call, the requestor and attendees are notified. The updated ICS or Exchange meeting will list the remaining available rooms to attend the meeting.

If no more rooms are in the conference call, the meeting is cancelled instead of updated.

Procedure: Approving or rejecting reservations

You can approve a single reservation, or you can approve multiple reservations at once.

To approve a reservation:

1. Select the Workplace Services / Reservations / Approve Reservations / Approve Reservation task.
2. Do one of the following:
   • To approve a room reservation, select the Room Reservations tab.
   • To approve a resource reservation, select the Resource Reservations tab.
3. Enter search criteria to narrow your search results. For example, enter a Created By value to view all room and resource reservations created by a particular employee.

   Note: You can use the Resource Code and Resource Standard fields to filter only when you are on the Resource Reservations tab. These search fields cannot be used from the Room Reservations tab to locate room reservations that have particular resources associated with them.

4. Click the Search button.
   1. The system displays only the reservations that require approval that your role is allowed to approve. Reservations that require approval can be approved by users who have been assigned as an approver for the room arrangement/resource. In addition, any reservation can be approved by a Reservation Manager. Also, if no approver has been assigned to a room arrangement/resource, a reservation for this room arrangement/resource can be approved by someone with the Reservation Service Desk role.
5. Find the reservation you want to approve. You can select multiple reservations to bulk approve them by selecting their check boxes.
6. Do one of the following:
   • To approve a single reservation, click Approve in the row for the reservation.
   • To approve multiple reservations at once, select the check boxes for the reservations, and click Approve at the top of the pane.

   The reservation is now assigned the status of "Confirmed."

   • To reject a single the reservation, click Reject in the row for the reservation.

   The reservation is assigned the status Rejected.