How to make someone a booking manager

Booking managers are the people who keep the resources diary in order: they confirm and decline requests, and they’re set per folder, so the PA team leader can look after PA equipment while the facilities manager looks after rooms.

Making someone a booking manager

1. Log in to your web office and open the Resources area from the left of the screen.
2. Click the folder you want to give someone responsibility for.
3. Open the folder’s settings with the settings cog, then go to the Permissions tab. The people who already have permissions are listed there, with a tick column for each permission.
4. Click ‘Add a person to this list’ below the grid and find the person in your database.
5. Tick the permissions they need: ‘Bookings Manager’ lets them confirm or decline requests for any resource in the folder and create bookings; ‘Edit Resources’ lets them change the properties of existing resources; ‘Create Folders and Resources’ lets them build and reorganise the structure itself.
6. Save. New booking managers are added to the folder’s notifications automatically, so they get an email whenever a request needs processing.

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Good to know

• Booking on behalf of groups or events needs a separate permission: the ‘Resource Booking’ permission in the Site Manager. The Permissions guides cover granting web office permissions.
• If the Resources area is greyed out for someone despite their other permissions, this is why: it has its own permissions, granted from the folder settings above. The person who was the main site contact at setup holds them and can pass them on.
• Permissions on a folder cover the resources inside it, which is a good reason to organise folders around who looks after what.