Departments will commonly use the Facility Request Approval feature if they have a Board that pre-approves reservation requests prior to the staff approve of the request, which is then sent to the public user. Additionally, departments who share a facility with a school, for instance, will use this feature to have gymnasium or field requests sent to the school staff for approval before the department staff processes the request in MyRec.com

Using Facility Request Approvals

Facility Request Approval emails can be added to the parent facility or facility area. An accessible email is required, and multiple emails can be added to the approval list. Approval emails will be sent out based on the order of the emails in the list.

Adding Facility Request Approval Emails to a Facility

1. Navigate to the Facility List in the Facility menu on the leftside menu
2. Click the parent facility or facility area
3. Scroll down to the Request Approval section
   1. If you don't see this section, you need to turn on Allow Public Requests in the Rental Info tab
4. Click Edit and add the email address of the person who will be approving requests
   1. They must be able to access these requests via their included email, or the department will not be able to process the facility request in MyRec.com

5. Add additional Request Approval recipients by adding additional email addresses
   1. You can edit the order of the recipients, which will edit the order in which they are required to be approved via email
   2. You can remove an email address by clicking the trashcan icon
6. Click Update

Approving/Declining Facility Requests via Email

1. The email recipient will receive an email with the reservation request details and a link to Click here to review this request
2. The link will take the approval user to MyRec.com where they will enter their reasoning for how the request is processed
3. They will click approve request or decline request

4. If declined, the staff will not be able to accept the request from the Facility Request screen
5. If approved, either the next approval recipient will receive the approval email and complete the process above, or if there are no additional approval recipients, the staff will be able to process the Facility Request
6. In the Facility Reservation Request screen, the request will display “Approval Complete”
7. Proceed to View/Hold to process this request