Room booking approvals can be managed directly from the GoBright Portal. This allows organizations to control which bookings require approval and enables users with Approver permissions to review, approve, or reject booking requests.
Check the sections below for a detailed overview of the booking approval process, from creating a room booking that requires approval to the approver reviewing, approving, or rejecting the booking request.
User: Booking a Room Requiring Approval
When a user makes a room booking in the portal, before saving the meeting they will see a message at the top of the pop up saying the room needs approval (yellow pause message).
The user can also see the same information in Bookings > My bookings in the Go Bright portal:
Note: If a user has Approver permissions assigned to their role and creates a booking for a room that requires approval, the booking request is automatically approved.
Approver: Managing Booking Approval Requests
Users with Approver permissions assigned to their role will receive an email notification when a room booking request requires their approval.
The approver must then log in to the GoBright Portal and navigate to Bookings > Approvals to view pending booking requests.
From there, the approver can approve or reject each booking request.
User Notification for Booking Requests
When booking is approved:
When the booking is approved, the requester will receive an email with the following information:
When booking is declined:
In case the booking request is rejected, the approver can also provide a reason for the rejection of the booking.
Once rejected, the room will be released for other bookings, the booking will be removed from the requester's 'My meetings' area of the Dashboard and the requester will receive an email with the following content:
User: Booking Request Confirmation Email
When a user creates a booking in GoBright, the room is booked and accepted in Outlook, while the booking is marked as Needs approval in GoBright. The user then receives an acceptance email from the Outlook room calendar.
Please note: Receiving this email does not mean that the booking has been approved by the approver in the Approvals section of the GoBright Portal.
For rooms with booking approvals enabled, the content of the Outlook acceptance email can be customized to clarify that the booking still requires approval. For example:
Your requested meeting slot has been accepted by Outlook, but it still requires approval from your company’s designated approver. They will review your request and inform you by email whether it has been approved or rejected.
Outlook parameter for this is "AddAdditionalResponse"
Delayed Approval Processing
When a booking is created, the requested time slot is recorded in both the GoBright Portal and the Outlook calendar. The booking is also displayed on the Room Display to prevent double bookings.
If the booking has not yet been approved when the meeting is about to start, Needs approval is displayed next to the meeting subject on the Room Display.
The user who requested the booking can still check in even if the booking has not been approved before the meeting starts.
Manage approvals in GoBright Outlook Plugin
This feature works in the same way if you are logged in through the GoBright plugin:
Check the article Configuring Approvals for a detailed overview of the booking approval configuration.