{"id":81355,"date":"2023-04-18T10:40:18","date_gmt":"2023-04-18T08:40:18","guid":{"rendered":"https:\/\/officebooking.com\/?post_type=ht_kb&p=81355"},"modified":"2026-11-12T15:56:16","modified_gmt":"2026-11-12T14:56:16","slug":"reservation-requests-and-booking-rules","status":"publish","type":"ht_kb","link":"https:\/\/officebooking.com\/en\/kb-article\/reservation-requests-and-booking-rules\/","title":{"rendered":"How to set up a reservation request"},"content":{"rendered":"

Do you have an asset, such as a car or a large conference room, that should require approval before it can be booked? You can set up a reservation request rule for that asset. Instead of confirming immediately, the reservation is submitted as a request: super users or regular users can request the reservation, but a location manager or admin must approve it before it’s confirmed<\/strong>.<\/p>\n

Request rules can be applied in two ways:<\/p>\n

    \n
  • To a specific asset<\/strong>: for example, a pool car that needs manager sign-off every time it’s booked.<\/li>\n
  • Based on a booking rule:<\/strong> for example, requiring approval for a conference room booking only when the number of attendees exceeds 30, so smaller meetings can still be booked instantly while larger events get reviewed first.<\/li>\n<\/ul>\n
    \n

    Set a reservation request rule for a specific asset<\/h3>\n<\/div>\n
      \n
    1. Navigate to Assets<\/b> in the main menu.<\/li>\n
    2. Select the asset for which you want to require approval.<\/li>\n
    3. Click Edit<\/b>.<\/li>\n
    4. Scroll down to Reservation settings.<\/li>\n
    5. Select Default to booking request<\/b>.<\/li>\n
    6. Click Save <\/b>to apply the changes.<\/li>\n<\/ol>\n

      Set a booking rule<\/strong><\/h3>\n
        \n
      1. Navigate to Settings<\/b>.<\/li>\n
      2. Select Booking Rules<\/b>.<\/li>\n
      3. Enter an Attribute, for example Attendants.<\/li>\n
      4. Select a Condition, for example 20.<\/li>\n
      5. Enter a value type (for time-based settings)<\/li>\n
      6. Once all rules are set, select Save<\/b><\/li>\n<\/ol>\n

        For example:<\/i><\/p>\n

          \n
        • All reservations booked more than 2 days in the future must be set as a reservation request.<\/em><\/li>\n
        • All reservations with more than 30 attendees will be set as a reservation request.<\/em><\/li>\n<\/ul>\n

          More options will be added to Booking rules in the future.<\/p>\n

          \"\"<\/h3>\n

          Workflow<\/strong><\/h3>\n

          Once a user submits a reservation request, it will appear with a yellow marker in the planner overview<\/strong>. A location manager or admin can view all pending requests in the List view<\/strong> and either approve or cancel them. The reservation is made within Officebooking so even though the status is a request, the asset can\u2019t be booked by another user. The reservation will become a reservation request, visible with a different color and style in the planner view. A location manager or admin can view all requests in the listview and approve or cancel the request.<\/p>\n

            \n
          • When approved:<\/strong> The request becomes a confirmed reservation. The user receives a confirmation email.<\/li>\n
          • When cancelled:<\/strong> The user receives a notification that the request was cancelled, and the request is removed from the reservation overview.<\/li>\n<\/ul>\n

            \"\"<\/p><\/p>\n<\/div><\/div><\/div><\/div><\/div>\n","protected":false},"excerpt":{"rendered":"

            How to use reservation requests in combination with Booking Rules to add an approval step when specific booking conditions are met.<\/p>\n","protected":false},"author":29,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"content-type":"","footnotes":""},"ht-kb-category":[302,327],"ht-kb-tag":[],"class_list":["post-81355","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-managing-reservations","ht_kb_category-policy-settings"],"yoast_head":"\nHow to set up a reservation request - Officebooking - Works for you.<\/title>\n<meta name=\"description\" content=\"Read how to use reservation requests in combination with Booking Rules to add an approval step when specific booking conditions are met.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/officebooking.com\/en\/kb-article\/reservation-requests-and-booking-rules\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to set up a reservation request - 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