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Request for Approval

Configure approvers, manage booking exceptions, and review approval requests with the Request for Approval feature.

The Request for Approval feature is triggered when a booking falls outside your company’s policy — such as when usage limits are reached or certain spaces aren’t allowed.

When this happens:

  • You’re notified that approval is required.

  • Your booking request is automatically sent to your assigned approver.

  • You’ll receive an update once the request is approved or declined.

This allows companies to maintain policy controls while keeping the booking process simple and transparent for users.

How Does It Work?

The Request for Approval option becomes available during the booking process when at least one exception is triggered.


When is approval triggered?

Approval is required when:

  • A user has reached their usage limits.

  • The selected inventory is not allowed for the user.

  • Any configured usage limit condition is exceeded.

At least one condition must be met to trigger the approval flow.

All conditions are checked based on:

  • Usage limit settings (allowed inventory rules)

  • The user’s current balance or usage

If approval is required, the user is clearly notified that the booking cannot be completed directly and is informed of the reason.

Important: It is mandatory to define at least one approver at the company, team, or individual level (see Approvers Configuration below).

For Users: Requesting Approval

1. How do users request approval?

If at least one approval-triggering condition is met during booking:

  1. The user is notified that direct booking is not possible.

  2. The user continues the booking flow as usual.

  3. At the final step, they select Submit for Approval.

2. Are there any exceptions?

Yes — one exception applies:

If a user is allowed to exceed usage limits when paying with their individual credit card, and the payment method is set to individual card, approval is not required.

3. Is the workspace automatically booked?

No. Submitting for approval is considered an intention to book.

  • The workspace is not reserved.

  • No charges are applied.

  • The booking process only begins after approval.

This prevents:

  • Charges for bookings that may be declined

  • Late cancellation fees for non-approved bookings

If the workspace becomes unavailable before approval:

  • One-day booking: Request will be rejected.

  • Multi-day booking: Outcome depends on the user’s selected preference (see below).

Approvers are notified via email about pending requests to reduce delays.

4. Can users provide a reason?

Yes. Providing a reason is optional but recommended.

5. How Multi-Day Bookings Are Handled

For multi-day requests, users can select: “All or Nothing” option

If selected:

  • If any requested day becomes unavailable before approval, the entire booking will not proceed.

If not selected:

  • Any available days will be booked once approved.

For Users: Approval Request List

How can I check the status of my request?

  1. Go to Reservations or View All Reservations

  2. Select the Approve Requests tab

  3. Review the status of all submitted requests

Who Are My Approvers?

To see your assigned approvers:

  1. Go to Reservations or View All Reservations

  2. Select the Approve Requests tab

  3. Hover over the “Your Approvers” avatars

If no avatars appear and there are still pending requests:

  • An approver existed at the time of request

  • Configuration has since changed

  • There is currently no assigned approver

For Admins: Approvers Configuration

1. Who can be an approver?

Anyone. Approver status is not restricted by role.

2. Where to add an approver?

Go to:

Business Portal → Settings → Preferences

This setting is available for users with the appropriate Settings → Preferences (AP) permission enabled.

3. How to configure an approver

  1. Click Add Approver

  2. Choose whether to assign the approver at:

    • Company level

    • Team/Individual level

4. What does “Company level” vs “Team/Individual level” mean?

  • Company-level approver
    Can view, approve, or decline requests for anyone in the company.

  • Team/Individual-level approver
    Can approve requests only for specific teams or individuals assigned during setup.

5. Final configuration steps

  • Select one or multiple users as approvers.

  • If assigning at company level: simply confirm.

  • If assigning at team/individual level: specify which teams or individuals they manage.

For Approvers: Approving Requests

If you are assigned as an approver, you will see a Requests tab under the Manage section in the page header.
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How approvers are notified

  • Approvers receive a scheduled email digest twice per day (morning and afternoon) with pending requests.

  • If a booking start time is less than 24 hours away, an immediate alert is sent.

All approval requests are listed in a table containing:

  • Date & Frequency (one-time or multi-day)

  • Space Type

  • Requested By

  • Date Received

  • Booking Price

  • Technical Reason (usage limit exceeded, inventory restriction, etc.)

  • User Message (if provided)

  • Status

1. Request Status Types

  • Pending – Waiting for approval or decline

  • Approved

  • Declined

  • Cancelled – Cancelled by the user

  • Expired – Booking date has passed

2. How to approve or decline a request

  1. Click on a Pending request

  2. Expand the options

  3. Select:

    • Approve

    • Decline

3. What happens when I click “Approve”?

Clicking Approve triggers the booking process.

If the space is still available:

  • The booking is created.

If the space is no longer available:

  • One-day booking: Automatically rejected.

  • Multi-day booking: Processed based on the user’s selected multi-day preference.

4. What happens when I click “Decline”?

Clicking Decline cancels the booking process and the user will receive a notification via email.

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