The Manager of a holiday group will be notified of any bookings created by users within the group that require approval to be granted.
If the manager themselves is absent, the system will instead notify the substitute manager that has been set for the group users they are in.
This guide details how managers/substitues can handle booking requests that require approval from the users in the holiday groups they manage.
Notifications
The type of notification sent to managers/substitutes will depend on each person's notification preferences as detailed here.
Ensure all managers/substitutes have the default or Holiday planner application specifically set to 'email' in their preferences if this is how they expect to receive notice about bookings.
Action booking requests
Managers/substitites can open links in notifications or check the holiday planner front end to view requests they need to action.
Each pathway is detailed below.
1. Follow the link in the notification
- A user in a group you manage has created a new booking request in the holiday planner that requires approval
- You receive a notification about this, which includes a link to the request:
- Opening this takes you to the manager area in the Holiday planner
- Find the request in the list and click 'View details' in line with it to open it
- Review the booking details to inform your decision. There is a calendar shown at the bottom so you can review the request against other users' absences in the same group
- Once ready, use the buttons to either accept, deny or edit the request
- Approve: The request is accepted and booked on saving. The user's planner and quota will update accordingly, and they will be notified that the booking was accepted. You will be returned to the manager screen on saving.
- Decline: The booking has not been approved. The user will be notified of this, and they can create another booking for managerial approval if required. The request will be labelled as 'declined' in the user's request history. You will be returned to the manager screen on saving.
- Edit: An administrative function. The manager can change the dates, day type, etc of the booking and save the changes. Following this, they can approve/decline the booking.
2. Checking Holiday Planner
- A user in a group you manage has created a new booking request in the holiday planner that requires approval
- If you don't open the link from the notification or just want to check this area in general, open the front end of Holiday planner (Applications> Holidays)
- Any requests pending you are listed at the bottom of the screen (red box), ready to action as outlined above
- Alternatively, open the manager area under the 3 dots to see the same list and action the requests (purple boxes)
- This is handy if you happen to miss any notifications about new bookings, as they will always be listed in these 2 areas.
