Approving requests

Service requests have their own dedicated approval workflow, separate from resource booking approvals. This means approvers only see the service requests relevant to their categories.

Reviewing and approving requests

1. Navigate to Requests in UMA, or open the approval notification email

2. Review the service request details, including items, quantities, pricing, delivery times, and any special instructions

3. Filter by status to focus on pending requests

4. Approve or Decline the request

   • If declining, provide a reason — the requester will be notified

5. The reviewer's name is recorded against each action for audit purposes

Key behaviours

• Each service category generates its own service request, so different categories can have different approvers

• Approving or declining a service request does not affect the room booking itself

• If a booking is cancelled, all associated service requests are automatically cancelled

• If a requester edits a booking after a decline, a new approval cycle is triggered automatically

Notifications

Requester notifications:

• Sent when a service request is submitted

• Updated when service requests are approved or declined (with reason if declined)

Approver notifications:

• Sent when a new service request is awaiting approval

• Include all service details, delivery times, and any special instructions