Booking Approval Process
Overview;
There are two ways that rooms can be configured to need approval. For non-integrated rooms this can be done through the GoBright portal with certain predefined users having the ability to approve or deny.
The better way for those with an integrated solution is to do it through exchange. This way room bookings can be approved or rejected through outlook. This is beneficial for two main reasons, admins will be alerted to the need for room approval via email, so are likely to respond faster, and since it can be done through outlook it approval doesn’t require logging onto the portal (or even having a GoBright account).
Only one approval process can be active on any one room at any one time. GoBright cannot currently support both the outlook approval process and the GoBright native one.
Outlook Approvals;
This approval feature is set up through O365/Exchange, and is not a GoBright development or process.
When booking an integrated room set up to need approval there wont be an indicator on the GoBright software that approvals are necessary, this is because the process is handled entirely through exchange, and is not a GoBright feature.
You book a room like you normally would. An email is then sent to all of the people you have designated (within the O365 exchange settings) as approvers. They have the option to respond on behalf of the room.
Once the approvers have been responded an email is sent out to the organizer updating them with the decision. If the room has been approved then it will remain in the system, visible under the Meet section. If the booking gets declined, then the meeting will be deleted.
GoBright Approvals;
If you have decided not to integrate your GoBright implementation with O365 then there is an approval process that is built into GoBright. This system will only work if the room has no integration assigned to it.
When attempting to book a room that is set up to be approved, there will be a small banner next to the meeting room indicating that approval is necessary.
Once booked/requested the booking will then appear under ‘All Bookings’ or ‘My Bookings’ with a line through it to indicate that it is pending approval.
At the same time, the approval request will appear under the ‘Approvals’ section of the ‘Meet’ dropdown. Here the approver can either accept or decline the booking request. This is available only to those the admin has granted approval permission to (this can be done in Settings > Users > Roles.
