Appendices

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Workflow 01 – Room Booking Requiring Approval

This workflow applies when a user books a room that must be approved before confirmation.

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Users Involved:

• Requester – The person making the booking request
• Approver – The person responsible for approving room reservations

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Step-by-Step:

1. Requester selects a specific room and clicks the “+” button to book it.
2. Fills in booking details and clicks Save.
3. Receives an email notification: “Your booking is awaiting approval.”
4. The reservation appears as “Pending” in the requester’s calendar.
5. Approver receives an email prompting them to review the request.
6. Once the approver validates the booking, the meeting is confirmed.
7. The requester is notified by email that the booking has been approved.

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Workflow 02 – Reservation Request (Assigned by a Manager)

This workflow is used when the requester cannot select a specific room and must submit criteria instead.

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Users Involved:

• Requester – Submits a booking request with specific needs
• Manager – Reviews requests and assigns appropriate rooms

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Step-by-Step:

1. Requester goes to their calendar and clicks “Reservation Request”.
2. Specifies criteria (date, building, equipment, services, etc.).
3. The request appears in yellow in their calendar.
4. An email is sent to the requester: “Your request is awaiting assignment and approval.”
5. Manager receives a notification of a pending reservation request.
6. Manager opens the request in PADS4 Workspace.
7. Manager accepts the request and selects a room from the filtered list.
8. Manager finalizes the booking by clicking Save.
9. Requester receives confirmation that a room has been assigned.