FAQ content

Spaces & Equipment: Enabling mediation for space / equipment bookings and selecting mediators

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Depending upon the nature of your particular library spaces and equipment, it may be useful to mediate bookings so you have more control over who is using that space/item. For example, if you have a really specialized space like a recording studio that only one person at a time can use the studio, you may want to give priority to people working on class projects, or participating in certain courses. By mediating the booking requests for your studio, you can review and approve each request that comes in. 

Mediation is enabled at the category level for space and equipment bookings. You can designate mediators at the category level and at the location level -- the users you select for the location will be able to mediate bookings in all of the location's categories where mediation has been enabled. Mediators at the category or location level all mediate bookings in the same manner for space bookings, seat bookings, and equipment bookings.


Enable booking mediation for a space category

You can choose whether or not to mediate new booking requests. When enabled, designated staff must first approve a booking request before it can be confirmed. To enable mediation for a category:

  1. Go to Admin > Spaces & Equipment.
  2. Under the Locations tab, find the location containing the category you want to move and click on its link in the Spaces column.

Selecting Equipment & Spaces from the Admin menu

  1. Select Edit Category from the cog () button in the category's heading.

Clicking a category's edit Category button

  1. Under the General tab, set the Mediation option to Patron Bookings Require Manual Approval By Nominated Mediators.
  2. From the Who Can Mediate Bookings dropdown, select one or more staff members to serve as designated reviewers for bookings in this category.
    • These users, in addition to any users designated as reviewers in the location's settings, are the only users who will be able to approve bookings in this category.
    • Designated reviewers will receive email digests notifying them of bookings awaiting mediation.
    • If you do no select any users, then all Regular and Admin accounts will be able to mediate bookings in this category (though email notifications will not be sent in this case).
  3. Click the Save Category Settings button.

The Mediation field, Who can Mediate Bookings dropdown, and Save Category Settings button

Disabling mediation

You can disable mediation at any time by returning to this page and setting the Mediation option to Patron bookings are immediately confirmed. Once saved, all future bookings in this category will not require mediation.

Please note that this will not automatically approve existing bookings still awaiting mediation. Those bookings will still require manual approval in order to be confirmed.


Enable booking mediation for an equipment category

You can choose whether or not to mediate new booking requests. When enabled, designated staff must first approve a booking request before it can be confirmed. To enable mediation for a category:

  1. Go to Admin > Spaces & Equipment.
  2. Under the Locations tab, find the location containing the category you want to move and click on its link in the Equipment column.

Clicking on a location's link in the Equipment column

  1. Click on the category's Edit Category button.

Clicking a category's Edit Category button

  1. Under the General tab, set the Mediation option to Patron Bookings Require Manually Approval By Nominated Mediators.
  2. From the Who Can Mediate Bookings dropdown, select one or more staff members to serve as designated reviewers for bookings in this category.
    • These users, in addition to any users designated as reviewers in the location's settings, are the only ones who will be able to approve bookings in this category.
    • Designated reviewers will receive email digests notifying them of bookings awaiting mediation.
    • If you do no select any users, then all Regular and Admin accounts will be able to mediate bookings in this category (though email notifications will not be sent in this case).
  3. Click the Save Category Settings button.

The Mediation field, Who can Mediate Bookings dropdown, and Save Category Settings button

Disabling mediation

You can disable mediation at any time by returning to this page and setting the Mediation option to Patron bookings are immediately confirmed. Once saved, all future bookings in this category will not require mediation.

Please note that this will not automatically approve existing bookings still awaiting mediation. Those bookings will still require manual approval in order to be confirmed.


Select mediators for all categories in a location

Along with selecting mediators for specific categories, you can designate mediators at the location level. The users you select for the location will be able to mediate bookings in all of the location's categories where mediation has been enabled.

  1. Go to Admin > Spaces & Equipment.

Selecting Equipment & Spaces from the Admin menu

  1. Under the Locations tab, click on the location's edit () icon in the Action column.

Clicking a location's Edit icon in the Action column

  1. Under the General tab, use the Who can mediate bookings dropdown to select the designated mediators for this location.
    • The users you select here will receive hourly digest emails listing all bookings pending mediation.
    • If this is left empty, then any regular or admin user can mediate room bookings for this location. No users will receive email notifications when bookings are pending approval.
    • Mediators can also be selected in each category's settings. Those users will be limited to mediating bookings only in that category.
  2. Click the Save button at the bottom of the General panel.

The option to designate mediators