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Managing the pending events list

Tenant and Site Administrators can use the Pending Events list to manage events that are still in the approval process. You can review, approve, and deny events from this list. Use the Bulk Actions menu to approve multiple events at one time, if needed. You can filter the list of events displayed in the list using the Filters panel on the left side of the screen.

  • Click on Events from the side navigation menu and select Pending Events.

How to search and filter the pending events list

  1. Use the Search and Filter options to find or show specific events.
  2. You can switch from the List View to Calendar View if you would like to view where events fall on the calendar.
  3. You can also use the Sort By drop-down menu to adjust the primary sort option for events in the list.
  4. You can search by event ID when you enter the event ID in the filter section.
  5. Click away from the data entry box to enable the Apply button.

 

Custom default filters

You can define a custom default filter to display when you first navigate to the Pending Events list. *Note: These filters are only created for your individual user account and are not shared with other users in Event Manager.

 

       Bright Idea:

You can add up to 20 custom filters using this method, but only one can be defined as the default filter that will display upon opening the Pending Events list. Additionally, be advised that Event Manager will prioritize the default filter, then stock filters, then any custom user defined filters.

 

 

  1. From the Pending Events list, define the filter criteria you would like to save as part of the default filter.

  2. Click Quick Filter and then select Add Filter.

  3. Enter a Name for this custom filter.

  4. Check the Set as Default box if this should be the default filter that displays when first navigating to this page.

  5. Click Save.

 

Deleting a custom filter

  1. Click the pencil icon next to the custom filter you'd like to delete.

  2. Click Delete.

Editing a custom filter

  1. Adjust the filters from the Filters side panel.

  2. Click Apply.

  3. Click the pencil icon next to the custom filter you'd like to edit.

  4. Click Save.

How to view event details

Events displayed on the pending event list have certain details displayed, such as the Event Title, Event ID, Event Start and End, and Requester. You can also view additional details about an event from the list, such as the Location, Organization, and the Approval Workflow.

  1. Use the Search and Filter options to find or show specific events.
  2. Click anywhere on the event card in the list. A panel will expand that displays more detailed information about the event.

 

 

Event actions

There are a number of actions that can be taken on events in the list, including reviewing, approving, or denying an event.

 

       Bright Idea:

When managing your events from the Pending Events List, you may see an exclamation mark icon ( or ) next to an event in the list. Be advised, when one of these icons is displayed, it means that action is needed on the event for some reason. Reasons that you may need to take action on an event include:

  • () The event has expired insurance and needs to be updated with current insurance information.
  • ( or ) The event is double booked with another event and one of the two events should be moved. *Note: The red exclamation icon will display only when a location has been set to "Prevent Double Booking".
 

 

  1. Click the Actions drop-down menu on the event you would like to manage.
  2. Select one of the available options under General or Approval:
    • Review Event will open the event form and allow you to review all event details before choosing to Approve, Deny, or Edit the event.
    • Approve will allow you to sign-off on an event, if you are part of the approval process for this event.
    • Force Approve will allow you to bypass the normal approval process and fully approve this event. *Note: This option is only available for Tenant Administrators in Event Manager.
    • Deny will allow you to deny this event and provide a note to the requester to inform them why the event was denied.

 

 

  1. To review an individual event, click on the event's name and select Review Event in the panel that displays, or from the Actions drop-down menu.
  2. To review an event series, click on the event's name and select Review Series in the panel that displays.
  3. Examine all appropriate sections of the event or event series.
  4. Click Actions at the bottom of the side menu:
    • Approve to sign-off on this event.
    • Deny to deny this event and provide a note to the requester to inform them why the event was denied.
    • Edit to make changes to this event.

 

  1. Click on the Actions drop-down menu and select Approve.
  2. Enter a Comment if you need to provide additional information that will be sent to other approvers in this workflow. The comment will be included in the email sent to the other approvers, and will be logged in the event history. *Note: This field may be required, depending on the configuration of your approval processes in Event Manager. Additionally, comments will not be emailed to other approvers if the workflow is set up to have all approvers approve, but in no particular order.
    • The Is Private box will be checked by default, but can be unchecked if necessary. *Note: When this box is checked, only users with the Event Admin permission will be able to view the comment in the event history.
  3. Click Approve. A record of each approval will be added to the event history.

 

 

  1. Click on the Actions drop-down menu and select Force Approve.
  2. Enter a Comment if you need to provide additional information that will be sent to other approvers in this workflow. The comment will be included in the email sent to the other approvers, and will be logged in the event history. *Note: This field may be required, depending on the configuration of your approval processes in Event Manager. Additionally, comments will not be emailed to other approvers if the workflow is set up to have all approvers approve, but in no particular order.
    • The Is Private box will be checked by default, but can be unchecked if necessary. *Note: When this box is checked, only users with the Event Admin permission will be able to view the comment in the event history.
  3. Click one of the buttons in the window that appears:
    • Force Approval For Current Step to approve the event and send it to the next step in the approval process. A record of the approval will be added to the event history.
    • Force All Approvals and Publish to approve and publish the event. A record of the approval will be added to the event history.

 

 

  1. Click on the Actions drop-down menu and select Deny.
  2. Enter a note to let the requester know why you're denying the event.
  3. Click Continue to save the changes.

 

How to bulk approve events

You can approve multiple events at the same time using the Bulk Actions menu.

  1. Use the Search and Filter options to find or show specific events.

  2. Check the box next to each event that needs to be approved.

  3. Click on Bulk Actions, and then select Approve from the drop-down menu.

  4. Click one of the buttons at the bottom of the window:

    • Approve All: to sign-off on all selected events.

    • Force Approve: to either approve the events and send them to the next step in the approval process, or approve and publish the events.

    • Cancel: to close the window without making any changes.

 

Calendar view

To see a month-to-month view of your events, utilize the Calendar View feature. Pending events displayed on the calendar will be color coded as yellow.

 

  • Above the events list, select Calendar View. from the drop-down menu.
  • Events will be displayed on the calendar and color coded according to their status:
    • Approved: Events that have been approved and published will display as green on the calendar.
    • Pending: Events that still require approval will display as yellow on the calendar.
    • Denied: Events that have been rejected will display as red on the calendar.
    • Deleted: Events that have been deleted will display as black on the calendar.
    • Saved: Events that have been saved will display as blue on the calendar.
    • Version: Events that have been versioned during the approval process will display as grey on the calendar.

     

 

  • Click on an event from the calendar to open the Event Details panel. You can view relevant event information, review the event or event series, or use the Actions menu to make certain changes to the event.

 

Timeline view

To see the events occurring at your facilities on a particular day, use the Timeline View. You can see where events fall on the timeline for each location to get an at-a-glance idea of how busy a particular location might be. *Note: You can only view 100 events at a time, so you may need to filter your event list by Location, Organization, or Category if you have a high concentration of events on a particular day.

  • Above the events list, select Timeline View. from the drop-down menu.

  • The timeline will default to display today's date, but you can change the Start Date under Filters if you'd like to view events for a future date.

  • You can also filter the timeline by other search criteria, such as Location, Organization, Category, or Requester.

  • Events will be displayed on the timeline and color coded according to their status:
    • Approved: Events that have been approved and published will display as green on the timeline.
    • Pending: Events that still require approval will display as yellow on the timeline.
    • Denied: Events that have been rejected will display as red on the timeline.
    • Deleted: Events that have been deleted will display as black on the timeline.
    • Saved: Events that have been saved will display as blue on the timeline.
    • Version: Events that have been versioned during the approval process will display as grey on the timeline.
  • Click on an event from the timeline to open the Event Details panel. You can view relevant event information, review the event or event series, or use the Actions menu to make certain changes to the event.