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Spaces: Mediating space bookings

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Depending upon the nature of your particular library spaces, it may be useful to mediate room bookings so you have more control over who is using that space. 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. 

If mediation is enabled for that category of spaces, then all new booking requests must first be approved by designated staff before the booking can be confirmed. Plus, if you're using a custom booking form for those spaces, you can even ask the patron why they need the space, what equipment would be needed, and even if they would like any training or assistance getting set up. 

To review pending space booking requests, go to Spaces > Mediation.

Navigating to the Space Mediation page

Mediation notifications

When a patron submits a booking that requires mediation, a notification email will be sent to those staff users who have been designated as mediators (if any). Mediators can be designated at two levels:

  • Location: when set as a location-level mediator, the user can mediate bookings in all categories where mediation is enabled at that location.
  • Category: when set as a category-level mediator, the user can only mediate bookings in that category.

Notification emails can be sent either as an hourly digest of all outstanding bookings requiring mediation, or immediately after each such booking is submitted. Admin users can select the frequency of these booking mediation alerts in LibCal's Spaces & Equipment settings.

If specific users have not been designated as mediators, LibCal will not send a notification email.

Approving and denying bookings

  1. Click on Spaces in the command bar.
  2. Select the Location for the spaces you want to review, using the dropdown at the top of the page.
  3. Click on the Mediation tab. This will display all of the tentative bookings for that location.
  4. Use the filters on the page to adjust the bookings that are displayed on the page. 
    1. To view only those bookings from a particular zone in a location, select it from the Zones dropdown.
    2. To view only those bookings from a particular category in a location, select it from the Category dropdown
    3. To view only those bookings requiring mediation, leave the Status dropdown on Mediation Tentative.
    4. To search all tentative bookings in your system, select the Search All Locations checkbox.
    5. Use the date picker to adjust the date range of bookings to view.
    6. Click the Go button to apply your filters.
  5. To review a booking, click on its Approve/Deny button.

Viewing Mediation Tentative bookings

  1. Review the booking information as needed.
    1. At the top of the booking's page, you'll see the user's recent booking history for spaces in this category.
    2. Click on the View Statistics button for a summary of the user's entire booking history.
    3. The Booking Details section will show the booking information and booking form responses.
    4. Click on the Full Name for the patron to modify the patron's info and booking form responses.
    5. Click on the Date/Time for the booking to modify its start and or end dates and times or to cancel the booking.
    6. To cancel all spaces & items in the booking, click on the Cancel All button.
  2. The Decision section is where you can approve or deny the booking.
    1. If there is a cost associated with the booking that you want to change, click the Change the cost of this booking checkbox to set the new value of the fee.
      • When checked, additional fields for setting the new cost and adding an Override Note will be visible.
    2. When you log an internal note, it will be visible to staff when evaluating future bookings from this patron.
    3. If you'd like to notify the patron of the decision, select Yes for Email Decision to Patron.
    4. To include a note in the notification email, enter it in the Email Note field. This can help add context for your decision or provide special instructions or conditions.
    5. Click the  Approve button to confirm the booking.
    6. Otherwise, click on the  Deny button to reject the booking request and keep the space available for other patrons.
    7. To return to the Mediation page without responding, click the Go Back button.

Reviewing a mediated booking

Looking up approved and denied bookings

To quickly view a list of approved and denied bookings:

  1. Select the Location, Zone, and Category you want to view from the dropdowns.
  2. Select the appropriate booking status from the Status dropdown.
    • Mediation Tentative: booking requests that have not yet been approved or denied
    • Mediation Approved: booking requests that have been reviewed and approved
    • Mediation Denied: booking requests that have been reviewed and denied
  3. Use the Date filter to customize the date range to view.
  4. If you'd like to search for mediated bookings system-wide, select the Search All Locations checkbox.
  5. Click the Go button. This will display a list of the relevant bookings in that category and status.

Searching mediated bookings