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Equipment: Mediating equipment bookings

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Depending upon the nature of your equipment, it may be useful to mediate bookings so you have more control over who is using certain items. For example, let's say you have a really specialized video equipment. You may want to give priority to people working on class projects or participating in certain courses where they need to record videos. By mediating the booking requests for your equipment, you can review and approve each request that comes in. 

If mediation is enabled for that category of equipment, 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 items, you can even ask the patron why they need the item, if any additional equipment would be needed, and even if they would like any training or assistance getting set up. 


To review pending equipment booking requests, click on Equipment in the navigation bar, then click on the Mediation tab.

Navigating to the Equipment 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. At the top of the page, use the dropdown to select the Location with the equipment you want to review.
  2. Use the filters on the page to further refine the list of bookings.
    1. Use the Category dropdown to view only those bookings for a specific category of items.
    2. To view only those bookings requiring mediation, leave the Status dropdown on Mediation Tentative.
    3. Use the date picker to adjust the date range of bookings to view.
    4. To search all tentative bookings in your system, select the Search All Locations checkbox.
    5. Click the Go button to apply your filters.
  3. To review a booking, click on its Approve/Deny button.

Viewing mediation tentative bookings

  1. On the Approve/Deny Equipment Booking page, you will be presented with the booking's details to review.
    1. At the top of the booking's page, you'll see the user's recent booking history for equipment 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 patron's full name to modify the patron's info and booking form responses.
    5. Click on a booking's Date/Time to modify its start and/or end dates & times, or cancel that individual item.
    6. To cancel all items in the booking, click on the Cancel All button.

user history and booking details

  1. 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 equipment available for other patrons.
    7. To return to the Equipment Mediation page without responding, click the Go Back button.

Approving a booking


Viewing approved and denied bookings

To quickly view a list of approved and denied bookings:

  1. At the top of the page, use the dropdown to select the Location with the equipment you want to review.
  2. Use the filters on the page to further refine the list of bookings.
    1. Use the Category dropdown to view only those bookings for a specific category of items.
    2. Select the appropriate booking status from the Status dropdown.
      • Mediation Tentative: booking requests that have not yet been approved or denied (default selection)
      • Mediation Approved: booking requests that have been reviewed and approved
      • Mediation Denied: booking requests that have been reviewed and denied
    3. Use the date picker to adjust the date range of bookings to view.
    4. To search all tentative bookings in your system, select the Search All Locations checkbox.
  3. Click the Go button. This will display a list of the relevant bookings in that category and status.

Searching mediated bookings