You will need to be an approver of the room or resource to perform this action: a Super User, a person named as an approver, an approver for the request's campus, or a member of the approval group. No permission or campus limit is checked.
When a request is entered in One Church Software, any rooms or resources that need approval are sent to their approvers. Depending on each room or resource's approval setting, these are the people named on it plus the approvers for the request's campus, or the members of its approval group. Rooms and resources set to need no approval are approved automatically.
Approvers are emailed about new or updated pending requests. Click View All Requests in the email to go to the list of pending requests.
Pending requests also appear on the approver's dashboard after signing in to One Church Software. Click the to-do list item to go to the list of pending requests.
You can also reach the list from Events > Resources in the left-hand navigation menu. Select the Requests tab, then select Pending.
The requests table
The table of requests is grouped by event and has these columns:
Date - the date range of the request. For a repeating event, this is the whole range across all days. Below it is text showing how far away the event's start date is. Click the date range to open the request.
Event - the name of the event this request is for. Click the name to go to the event details page.
Requests - the number of requests for this event. For one-time events, this is usually 1. For recurring events, it is the number of meeting days.
Location - where the requested rooms and items are.
Requested By - the person who requested these resources.
Note: This table only lists requests for future events that have at least one pending request. To view past requests, use the filters and change Is Pending? to No.
Respond to a request
To open a request, click the date range or the View button at the end of the row. Requests cannot be deleted from the system. A response must be given, even if that response is to deny all resource requests for the event.
An event can have many requests, as with a repeating event, so the top of this window shows all the rooms and items requested across all submissions. The Dates column shows which dates each was requested for. Click it to see the specific dates. The same room or item can appear more than once for different dates.
Click a room or item name to open its details. Click the info icon at the end of the row to view setup notes and answers to any custom questions for that resource across all requests.
You can see every resource requested for the event, but only resources you are allowed to approve or deny have checkboxes. To approve, check the resources you want to approve and click Approve. To deny, check the resources you want to deny and click Deny.
Respond to a specific date
In the example above, approving the Worship Center this way approves it for all 5 days that were requested. To respond to a specific date instead, click Show All Requests. This loads each individual request (one for each day) underneath. Find the day you want and open it by clicking the date.
This opens the individual request. For each resource you are allowed to approve or deny, make a selection in the drop-down and click Save. The summary at the top of the window updates, and you can then approve or deny the others.
The example below shows the Worship Center after a single day was denied (the red dot shows 1 of 5 dates). The other 4 days are still pending. You can respond to those 4 days at once by checking that row and clicking Approve or Deny, or follow the steps above to respond to another individual date.
All responses, approved or denied, are emailed to the original requester and any organizers of the event at the top of the following hour.