Booking approvals for non-synced meeting rooms

Booking approvals let you review meeting room requests before they are confirmed, so you keep control over who gets access to your most contested spaces instead of confirming every request instantly. This article covers rooms created directly in deskbird. For rooms synced with Microsoft 365, see Approvals for synced meeting rooms.

1. How approvals work
2. Enable approvals for a room
3. Managing approval requests
4. FAQs

1. How approvals work

Booking approvals are available in the Rooms Plus package. They allow admins to require that a meeting room booking request be reviewed and approved before it is confirmed. This gives admins control over who gets access to specific rooms, instead of granting instant confirmation to anyone with access.

What changes once approvals are enabled

• Users submit a booking request instead of getting an instant confirmation. The booking shows as Pending in the calendar and in the user's bookings list.
• A pending booking holds the slot, so no one else can book over it while it is awaiting review.
• If the request is approved, the booking becomes confirmed and the pending state disappears.
• If no one acts on the request before the booking's start time, it is automatically cancelled.
• For recurring meetings, the whole series is approved or rejected in one action.
• If the time or room of an already-approved booking is changed, it is sent back through the approval process.

⚠️ Warning: Rooms with approvals enabled currently cannot be booked via Kiosk Mode.

2. Enable approvals for a room

Approvals are enabled per room inside the room creation or edit flow, under Admin > Floors & spaces. Once enabled, the room is marked as Requires approval.

💡 Note: Approvals apply to the room, not to individual users. Every booking request for that room goes through review, regardless of who submits it.

3. Managing approval requests

Admins manage these requests under Requests > Bookings. This tab covers Meeting Rooms as well as Catering & Services requests, so all pending approvals can be reviewed in one place. Each request has its own detail page showing the room, date and time, organizer, invitees, and current status.

4. FAQs