The Pending Rentals module is a dedicated view for rentals pending Admin approval. This article will show you how to view and approve/deny pending reservations.
Important Notes:
Administrators can make public or internal reservations. These do not need to be approved or declined in the pending rentals section of the Facilities module.
The balance is added to the account at the end of the reservation. A permit is not created until the reservation is approved. This applies to public users and non-admin staff.
Once the rental is approved, the balance stays on the account. A permit is created. The calendar is updated with the reservation. The customer can then pay the balance.
If the rental is declined, the balance is removed from the account. The transaction is deleted. The calendar is cleared of the reservation.
Instructions
Click Facilities:
Click on Pending Rentals:
Set a Date Range to filter for Pending Reservations, if necessary:
Select the Approve/Decline (checkmark) button next to the desired reservation:
Review and make any adjustments to the Reservation Information:
Email Permit to User: Check to send the permit via email to the user
Email Receipt to User: Send the receipt for the reservation to the user
Note:
Email permits and receipts are limited in size to a 7MB email.
Invoice User: Check to send an invoice for the balance due
Note:
If a facility is configured to require approval, when it's rented online, it will have a balance due upon approval.
Event Title: Add a title for the event, if known
Status: If needed, select N/A, Confirmed, On Hold, Pending, Reserved, or Tentative
Note:
Learn how to Create Reservation Status Types.
Add Notes to Permit: Enter any notes for internal staff or the user
Select Approve Reservation or Decline Reservation:
Note:
If approved, the reservation will now display on the Facilities Calendar. Now, the user can pay their balance. Also, the customer will receive a 'reservation has been approved' email:
If declined, the user will receive an email notification similar to the following:
Resources