Facility Usage Request

In Garoon, you can add an appointment by using the facility usage request.
To use the facility usage request, the system administrator must enable the facility usage request in the general settings of the scheduler.
Only the operational administrators of a facility group set by the system administrator can process the facility usage requests.

Process facility usage requests

You can approve or reject facility usage requests created by users.

Process from the "Appointment details" screen

From Appointment Details screen, you can process the facility usage requests.

Steps:
  1. In the Notifications Portlet, click the title of the appointment where the facility usage request is displayed.

    Image of selecting a title to confirm the facility usage request

  2. On the screen for facility usage request, enter a comment if necessary, and click "Approve" or "Reject".

    Facility Usage Request Screen

Processing from the "Facility usage requests" screen

From the facility usage requests screen, you can process the requests.

Steps:
  1. Displays the facility usage requests screen.

    • When displayed from scheduler:
    1. Click the app icon in the header.
    2. Click "Scheduler".
    3. On the Scheduler screen, click "Facility usage requests" under "Options".

      Image of a facility usage requests link enclosed in a red frame

    • To display from the notifications Portlet:
    1. In the "Notifications" portlet, click "You have N unprocessed requests".

      Example of the "Notifications" portlet

  2. On the "Facility usage requests" screen, check the purpose of the target request and then click "Process".

    If you click "Facility usage requests" on the "Scheduler" screen, a list of all usage requests is displayed.
    If you click "You have N unprocessed requests" in the "Notifications" portlet, a list of the unprocessed facility usage requests is displayed.
    Only the facility usage requests having future end time are displayed on the "Facility usage requests" page.
    A facility usage request is created per facility. For example, if three facilities with usage requests exist in one appointment, three usage requests are created.
    "Facility Usage Requests" screen

  3. On the screen for processing facility usage requests, enter a comment if necessary, and click "Approve" or "Reject".

    Processing Facility Usage Requests screen

Checking the status of facility usage requests

Check the statuses of facility usage requests.

Steps:
  1. Click the app icon in the header.

  2. Click "Scheduler".

  3. On the "Scheduler" screen, click the title of the appointment you want to check the processing status of the facility usage requests.

  4. On the "Appointment Details" screen, confirm the "Facilities" field.

    • When the request is unprocessed:
      "(In progress)" is displayed next to the facility name.

      Image of the "(In progress)" is displayed

    • When the request is approved:
      A notification of "Approved" is sent to the user who created the appointment. Clicking the notification displays the "Appointment details" screen, and "(Approved)" appears next to the facility name.
      Clicking "History" displays the details of the process.

      Image of the "(Approved)" is displayed

    • When the request is rejected:
      The facility is removed from the appointment.
      A notification of "Rejected" is sent to the user who created the appointment. Clicking the notification displays the "Appointment details" screen, but the facility and the purpose do not appear on the screen.
      Clicking "History" displays the details of the process.

      Image of the rejected usage request