How to process booking requests and resolve conflicts

When people request rooms and equipment, someone needs to say yes. This guide covers the booking manager’s side: finding the requests waiting for you, confirming or declining them, and untangling two groups who want the same hall at the same time.

Processing requests

1. Log in to your web office and open the Resources area from the left of the screen. The Resources homepage shows the pending bookings and conflicts that need your attention, and if you’re in the folder’s notifications you’ll also have had an email when each request arrived.
2. Click a booking’s title to open it. You’ll see the details (title, date and time, who’s booking and the booking contact), the resources requested with their current status, and, if it’s part of a series, a series view for jumping between the other bookings.
3. Set each resource’s status to confirmed or declined. The [confirm all] and [decline all] options handle the whole list at once. Resources where you can’t change the status are ones you’re not a booking manager for; they’re someone else’s to process.
4. Save. The booking contact is emailed about any changes to their booking.

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Resolving a conflict

1. Conflicts are marked with a symbol in the list, and the contested resource is highlighted when you open the booking.
2. Click the (resolve…) link. The conflicts page opens, explaining that the resource has been requested in multiple bookings which overlap: the booking you came from sits in a grid at the top (booking, group or person, date and time, quantity and status), with a bold Conflicts with: grid below listing the others.
3. Choose ‘Decline’, ‘Pending’ or ‘Confirm’ for each booking using the radio buttons. If the resource can genuinely be shared, such as a large hall split between two small groups, you can confirm both. Whatever you set here only affects requests for this resource, not any other resources in those bookings.
4. Click ‘Apply’. Hubb shows a summary headed ‘You are about to make the following changes to resolve this booking conflict:’, with a box for ‘Additional notes to include in notification emails:’ if you want to add a friendly word of explanation. Confirm to finish.

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Good to know

• Requests only queue up for resources set to be requestable; the ‘bookable by’ levels control that, and ‘Auto-Confirm’ on a resource clears clash-free requests without you lifting a finger.
• Who gets to process what is set per folder; see making someone a booking manager to share the load.
• Declining a conflicting request rather than leaving it pending is a kindness: the requester finds out quickly and can pick another slot.