Manage requests for managed space

This topic guides you in approving pending requests. These are requests for space that require supervisory approval and appear in your Dashboard.

Once your system administrator has configured facilities (rooms, categories, services, and resources), they can configure special process templates for managed space. Managed space is meeting space that might require additional oversight and an approval process to finalize a reservation. For example, your organization might treat specialized space—such as a large banquet hall—as managed space to ensure that a supervisor approves any request to use it. Typically, managed space involves services, expenses, and invoicing that affect multiple stakeholders and departments. Templates designed for this model are typically assigned to everyday users of the EMS Web App. These templates are not available for EMS for Outlook users because Microsoft Outlook does not show the request status of such a reservation.

See Also: How does EMS classify different types of users?

  1. Select the Dashboard icon in the EMS Desktop Client toolbar.

  2. Select the Guest Requests Tab. This tab displays requests for space that require supervisory approval. These requests are submitted through the EMS Web App using process templates designated for unauthenticated users. An unprocessed request is in Pending status.

    You can filter the list by status, building, and room. If you filter the list, select Refresh.

Approve or work with a pending request

  1. Select the request you want to work with, and select Edit.

    The Guest Request dialog opens, showing all information submitted for the request. It contains a Description Tab, a Web Questions Tab, and an Audit Tab. If the request included resources or setup notes, it also contains a Services Tab.

  2. To ask the requester for clarification before approving the request, edit the request without processing it:
    • You can add comments in the Notes field on the Description Tab. When the user checks the request in the EMS Web App, these notes display.
    • To indicate you are reviewing the request, set the Request Status to In Progress.
    • To see service requests, select the Services Tab. Double-click a category to see details.
  3. Select OK to save your changes and notify the requester.

  4. To process the request and create a reservation, change the Request Status to a new status (such as Approved) and select Process on the Description Tab.

    The reservation opens in the Reservation Wizard. You must finish making the reservation in the window that appears.

Delete a request

  1. Select the guest request (or use CTRL-click for multiple), and then select Delete.

  2. Select Yes. The selected guest requests are deleted.

Print a request

  1. Select the guest request (or use CTRL-click for multiple), and then select Print. A preview opens with options to print, export to PDF, or email the requests.

  2. Select the option that best fits your needs.