Calendar Meeting Approval
Admin Setup | User Setup | Requestor Workflow | Approver Workflow | Resources
The feature allows your users to seek approval for a meeting from a defined person. This feature is designed to use for a public PTO or Out of Office request, but is available for all calendar meetings on both public and private calendars. As it is a calendar event, the request can be for any length of time, up to All Day, for a single day or for multiple days.
As this was designed more for a Vacation or PTO/OOO calendar, the below workflow describes the setup and use based upon setting up a Vacation calendar and events.
Considerations
- Recurring or Multi-Day duration Meeting - Only a single approval will go out for the meeting that will affect all recurring meetings or the single multi-day duration meeting.
- Do not change who the meeting is for after it has been submitted.
CALENDAR MEETING APPROVAL SETUP VIDEO
Admin Setup
1. Meeting Type: Menu > Admin/Manager > System Setup > Contact Management > Meeting Types.
a. Click Insert Row > Type in Name. ex. Vacation.
b. Check Use Approval Process.
c. Optional: if you would like to track, the type of PTO/OOO or other information, use the Custom Fields: Edit to add custom fields to the meeting type.
2. Notifications: Menu > Admin/Manager > System Setup > Transaction Preferences > Notifications Options: System Notification Messages.
a. Check Meeting Approvals > SAVE.
3. Calendar Setup: Menu > Everyone > Calendar > ...more > Display Options > Public Calendars > + Create New Public Calendar.
a. Fill in Calendar Name: ex. Vacation or PTO/OOO.
b. Check Block Out Attendees Only.
c. Required Meeting Type: select the type defined in step #1 for approval.
d. Security>+ add all appropriate security groups you want to all to "edit" the calendar.
e. SAVE.
NOTE: A new calendar will also be auto-created under My Calendars: Meetings To Approve once a meeting has been submitted to you for approval. Approvers can select to display this calendar to see any PTO Requests that have been sent for approval.
3. Setup Employee: Menu>Admin/Manager>Employees> select employee record>Accounting> Set Meeting Approver
NOTE: There is only one defined approver for the PTO/OOO request. The request cannot be routed to other people for approval. Once the approver is set on a submitted request, it cannot be changed. It will remain with the original approver until approved/rejected.
User Setup
Add PTO/OOO Calendar to View: Menu > Everyone > Calendar > ...more > Display Options > +Select More Calendars To View.
a. Check Public: PTO/OOO calendar created above > Add Selected.
Add Notification: click on Name > Default Settings > Notifications Message Settings.
a. Check Meeting Approvals > X.
b. Click SAVE.
Requestor Workflow
Create and Submit Event for Approval: + > Everyone>Meeting.
a. Fill in Subject.
b. Select Date/Time or check All Day. If requesting a multi-day, check All Day prior to selecting the Start and End Dates.
c. Enter Description.
d. Calendar: Select the PTO/OOO calendar created above.
e. Check BLOCK OUT.
f. Click SUBMIT.
e. Click SAVE.
NOTE: If a Project and Task are entered, the requestor can add time directly to the meeting and tracked to the proper PTO/OOO project.
Approver Workflow
Once the requestor clicks submit, the meeting will be sent to the Approver setup on the Employee record. The Approver will receive a notification as a popup and within the Bell icon. It will also be visible on the Meetings to Approve calendar.
a. Click Bell.
b. Click Items To Approve > Meetings To Approve.
c. Click Meeting "name".
d. Enter Comments.
e. Click Approve/Reject.
NOTE: Backup Approvers can also see meetings sent to those they are the designated backup approver for in addition to meetings where they are the users direct meeting approver.
Calendar
Meetings To Approve
This calendar is automatically added to any meeting approvers' calendar view. The approver can hide/display as needed. The calendar will display meetings that have been submitted for approval. Once approved, the event will only be shown on the "public vacation" calendar.
NOTE: The "public vacation calendar will display the meeting with the approval status: Not Submitted, Submitted, Rejected. Once approved, only the subject line will be displayed.
End result once Approved.
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