Accept / Decline Booking Proposal | User Approval for Bookings

The Booking Accept / Decline option allows you to invite Users/Resources (Freelancers) to a job and have them actively accept or decline the job (if they can login). You can also invite multiple to the same booking and have them all accept/decline and later decide who’s going to do the job.

The Decline action by the Users/Resources (Freelancers) can trigger a return notification email to the Booker and you can filter in the Long Form by accepted / declined bookings. 

Users/Resources (Freelancers) receive a notification email with new proposals and changes in their schedule. 

Configuration 

• Web Profile 
  
  In the Web Profile Manager, create a new Profile (right mouse click in top left window > New, enter a name): e.g. Users/Resources (Freelancers) accept/decline:
  
  
  • Enable the ‘Schedule Changes Email Sendout’ and ‘Notifications’ (for push notification).
  • Enable the ‘User Must Accept New Bookings’ option in the User Permission Profile (for Request/ Approval Workflow). 
  • From 7.1 you can force a "Mandatory Note When Declining Booking" where the user is prompted to always add the note when declining a booking proposal. 
    
    
• Color-coding for User Approval Status 
  
  Go to Toolbox > Settings > Display > click on the coloured bar and choose a colour. Click the X to remove a colour. The colour will then default back to the ‘Confirmed’, ‘Preliminary’, ‘Planning’ colour. 
  
  * These colours are individual per User.
  
  
  
  The colours are shown on User level in the Long Form Projects, Objects and Personnel Tree, as well as in the Hourline. 
  
  
  

Booking Proposals

• Create a new Proposal aka Booking 
  
  A new Proposal is basically creating a new Booking for a User. There are different ways to create a new Booking. In the Long Form or the Hourline. 
  
  To make re-occurring Bookings click on the Booking icon > Repeat > choose: Multiselection Calendar. 
  
  Make sure to repeat the Booking before it was ‘Accepted’ otherwise all repeated Bookings will also be ‘Accepted'. 
  
  If using Shifts: Check the below settings for desired behaviour in Toolbox > Settings > Personnel Tree 
  • Allow Bookings Outside Defined Shifts 
  • Allow Bookings When No Shift Found
    

• Notification on new Proposals 
  
  The Schedule Changes email has a section on top that lists all ‘‘New Pending Approvals’’. 
  
  For a User to receive the Schedule Changes Email:
  
  
  • An email address needs to be defined in the User Profile.
  • The access tier ‘Schedule Changes Email’ needs to be checked in the Users’ Profile.
  • Email functionality must be configured in Server Setup > General Tab > Allow Mail: Yes. 
  • Define the frequency of such mail out in Toolbox > Settings > Server Setup. In the iOS and Mobile Web Client a ‘Notifications’ stream also shows all new Proposals and the Freelancer can directly from here ‘Accept’ or ‘Decline’. 
    
    
    
    

Accept / Decline the Booking

The Users can accept/decline the booking.

Accept - booking remains with the set Global Status (Confirmed/Preliminary etc.) in their timeline

Decline - booking will disappear from their timeline but remain visible in the booking in the Desktop client with the approval status: Decline and it's colour. Timereport will be disabled for that User and will not appear in Reports.

• Web Client: Users can accept or decline from the Booking.

• iOS: Users can directly accept or decline from the Notifications tab in the iOS or by going to the Event/Booking and then Accept / Decline from there.