This article explains how Booking Approvals can be configured in the GoBright portal and how to set up the approval process setup in rooms integrated with platforms such as Office 365.
There are two main ways to configure booking approvals:
Approvals configured in the GoBright Portal
Approval configured through Office 365 Resource Delegates (requires the room to be integrated with Office 365)
Depending on the solution deployed, booking approvals are configured differently, and the system responsible for managing the approval process will vary.
Please note: These two approval configurations should not be combined, as doing so may cause conflicts in the approval process.
Configure Approvals in the GoBright portal
Firstly, log in with your Admin account. Navigate to Settings > Meet > Profiles, open the profile of the specific room and set the Approvals to 'Booking needs approval'.
If the option 'Booking needs approval' is selected, new options will appear:
You can add multiple addresses here, ensuring that users with room booking permissions receive an email notification for pending requests. This feature can be used independently, without enabling the Buffer time option.
If you want to use the feature 'Buffer time', please read the article Buffer time for extended information.
Approval permission in the user role
In the user role, you also need to give permission to the users to be able to approve the room booking requests. This can be done in Settings > Users > Roles, by selecting the specific role and allowing one of the following permissions for all locations or for specific locations and rooms:
Check the article Booking Approvals in GoBright portal for a detailed overview of the booking approval process.
Configure approvals via Office365 Resource Delegates (Integrated room with Office365 needed)
Resource delegates in Exchange Online are responsible for accepting or declining meeting requests that are sent to the room mailbox. If you assign more than one resource delegate, only one of them has to act on a specific meeting request. When resource delegate approves a meeting, that meeting will become visible in the organizer calendar and the GoBright portal. Steps to be taken to setup this option:
Go to Exchange Online and log in with your admin account.
Click on Resources on the left panel.
Select a room that you want to be configured for approval.
Select Booking tab.
Choose Manage delegate settings.
Click on "Select delegates who can accept or decline booking requests".
Search for the person who will approve (you can select more than one person).
Save these settings.
For more information on how this can be done via PowerShell, check the article below
Check the Calendar Processing article of Microsoft