Moderate resource bookings

Resource moderators manage booking requests, resolve capacity conflicts, and ensure resources are used appropriately.

This includes reviewing booking quantities, approving or rejecting bookings, updating bookings, and managing requests that exceed the available capacity.

Where to moderate bookings

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Resource bookings should be moderated from the Resource Booking page.

The Resource Booking page provides the full view of bookings, including availability, conflicts, and all requests for a resource.

While bookings may appear in the main calendar, the calendar is designed for planning and viewing events, not for managing or moderating resource bookings.

For the best experience when approving, rejecting, or resolving conflicts, always use Resource Booking, or the related Resource Moderation dashboard component.

Approve or reject booking requests

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If a resource is moderated, booking requests must be approved before they are confirmed.

Directly on the Resource

  1. Open Resource Booking.
  2. Locate the booking request.
  3. Select the booking.
  4. Review the details and quantity.
  5. Select Approve or Reject.

From the Dashboard Component

  1. Open your dashboard.
  2. Locate the booking moderation component.
  3. Select the booking.
  4. Review the details and quantity.
  5. Select Approve or Reject.

From the Resource Booking Report

  1. Open the Resource Booking Report.
  2. Use the filters to locate the request.
  3. Review its quantity, booker, status, and notes.
  4. Select the available action.

Schoolbox rechecks capacity when you approve a booking. If approval would make the combined approved quantity exceed capacity, the booking cannot be approved until capacity is available or the booking is adjusted.

View bookings

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You can view all bookings for a resource to understand how it is being used.

  1. Open Resource Booking.
  2. Select a category.
  3. Select the resource.

The resource details show capacity when it is greater than one. The calendar shows current and upcoming bookings, and booking details show Quantity when it applies.

For a tabular view, open the Resource Booking Report. The report includes Quantity, Booker, Status, Notes, and Actions, and can be filtered by date, category, status, and conflicts.

Manage booking conflicts

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A capacity conflict occurs when creating, updating, or approving a booking would make the combined quantity of approved overlapping bookings exceed the resource capacity. Overlapping bookings that remain within capacity are not conflicts.

To manage a conflict:

From the Resource

  1. Open Resource Booking.
  2. Select the resource.
  3. Review the overlapping bookings and their quantities.
  4. Select a booking.
  5. Update, approve, or reject bookings as needed.

From the Moderation Component

  1. Open your dashboard.
  2. Locate the booking moderation component.
  3. Locate the conflicting booking.
  4. Review the booking details and quantity.
  5. Update, approve, or reject bookings as needed.

If conflicting booking requests are allowed, an over-capacity request remains pending for a moderator. It cannot be approved until capacity is available or the booking is adjusted. If conflicting requests are not allowed, an over-capacity request is rejected.

Update or remove a booking (moderators)

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Moderators can update or remove bookings when required.

  1. Open Resource Booking.
  2. Select the resource.
  3. Select the booking on the calendar.
  4. Update the details or quantity, or delete the booking.

Changing a booking time or quantity rechecks the resource capacity and may change the booking status. This may be required to resolve conflicts or correct booking details.

Resource Management Navigation

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Understand moderation types

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Resources can be configured with different moderation types.

  • Open – bookings are automatically approved
  • Managed – only moderators can create bookings
  • Moderated – bookings must be approved by a moderator

The moderation type determines how booking requests are handled.

Understanding booking conflicts

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Each approved booking uses part of a resource’s capacity according to its quantity. Pending and rejected bookings do not use capacity.

A capacity conflict occurs when the quantity requested for a new, updated, or approved booking would make the combined quantity of approved overlapping bookings exceed the resource capacity. Overlap alone is not a conflict when the combined quantity remains within capacity.

For example, if a resource has a capacity of 5 and overlapping approved bookings use quantities of 2 and 2:

  • a new booking with a quantity of 1 remains within capacity
  • a new booking with a quantity of 2 exceeds capacity and is a conflict

If Allow Conflicting Booking Requests is enabled, an over-capacity request remains pending for review. If it is disabled, the request is rejected. Schoolbox checks capacity again whenever a moderator approves a booking.

A room linked by its room code can also conflict with a timetabled class, regardless of its booking capacity.

To review a potential conflict:

  1. Open Resource Booking.
  2. Select the resource.
  3. Check the calendar for overlapping bookings.
  4. Select each booking to review its status, quantity, and details.

As a moderator, you may need to approve, reject, or update bookings to resolve the conflict.