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How to require meeting approval

To ensure controlled access to meeting rooms, Ronspot allows you to set up a system where meeting requests must be approved by designated approvers.

Step 1: Navigate to 'Meeting rooms'

Step 2: Edit a meeting room

  • Find the meeting room you wish to configure.
  • Then click on the room name or pencil icon.

Step 3: Enable the approval requirement

  • Find and check the box labeled Require meeting approval.
  • Then click on the Edit button next to the checkbox. This will open a new popup window.

Step 4: Configure approval details

screenshot-approval

  • Select approvers:

    • Use the dropdown menu in the popup to select one or more employees who will serve as approvers for this meeting room. These approvers will be responsible for approving or declining meeting requests.

  • Release unapproved requests (minutes before start):

    • Set the deadline (in minutes before the meeting start time) by which an approver must approve or decline the request. If no decision is made before this deadline, the booking request is automatically cancelled and the room is released.
  • Block last-minute meeting requests (minutes before start):
    • Set the minimum lead time (in minutes) required before an employee can submit a meeting room request. This value must be greater than the Release unapproved requests value — otherwise approvers would not have enough time to review the request before the auto-cancellation deadline.
  • After configuring the settings, click OK to close the popup window.

Step 5: Finalise and save

  • After configuring all necessary settings, click Update to save the changes to the meeting room.

Notes:

  • An email notification will be sent to the selected approvers whenever someone requests to book this room.
  • If the person making the booking request is an approver, no approval will be required.

Once configured, all booking requests for this meeting room will require approval before they are confirmed. Approvers will be notified by email and must respond before the release deadline — keeping your meeting spaces organised and fairly allocated.