Reviewing and Approving Event Reservation Requests in 25Live

As a location approver, you are responsible for reviewing event reservation requests submitted for the spaces you oversee. You must verify that the requested space can accommodate the event, review the event details, and take the appropriate action in 25Live.

Important: Approving a location assignment and confirming an event are separate steps in many 25Live workflows. A request may remain tentative until the required approvals are complete and the event state is changed to Confirmed.

Step 1: Sign in to 25Live

1. Navigate to your 25Live home page dashboard - https://25live.collegenet.com/pro/udayton#!/home/dash
2. Sign in using your UD credentials, if prompted.

Step 2: Find pending approval requests

1. Look for the Tasks box in your dashboard or click on Tasks at the top navigation bar.
2. Open your Outstanding Tasks.
3. Locate the event reservation requests assigned to you.
4. Review the event name, requested location, event date, and response deadline, when displayed.
5. Click on the event name to open the full event record before making a decision.

Step 3: Review the event details

1. Open the event record and select the Details tab.
2. Review the following information before approving the request:

• Event name and Event Type: Is the event clearly identified, and is the intended use appropriate for the requested space?
• Primary Organization: Note the Org requesting the location for the event to see if it's appropriate.
• Date and time: Are the requested event dates and times accurate?
• Setup and breakdown: Does the request account for any required preparation or cleanup time, where applicable?
• Expected attendance: Can the requested location accommodate the anticipated number of attendees?
• Location: Is the correct space requested?
• Setup requirements: Are the requested room arrangement, equipment, furniture, and other needs feasible?
• Additional requirements: Are there any safety, access, staffing, or operational concerns that must be addressed?
• Conflicts and availability: Does the location remain available for all requested dates and times?

Check any event comments, internal notes, or other relevant information available to you.

If information is missing or something appears incorrect, do not approve the request until the issue is resolved. Contact the event requester or the appropriate scheduling contact for clarification.

Step 4: Decide whether to approve or deny the location request

Once you have reviewed the event, locate the task or location assignment associated with your space.

Option A: Approve the request

Approve the request when the event meets your location’s requirements and you are authorized to assign the space.

1. Locate the assignment task for your location.
2. Select Assign / Approve action displayed to you. Confirm the action if prompted.
3. Verify that the task status updates to show that the assignment has been completed.

The exact action label depends on the task type. For a standard location assignment request, the action may be labeled Assign rather than Approve.

Option B: Deny the request

Deny the request when the location cannot accommodate the event or the request does not meet applicable requirements.

1. Locate the assignment task for your location.
2. Select Deny or the equivalent denial action. Confirm the action if prompted.
3. Document the reason for the denial in the appropriate comments field, if available.
4. Notify the requester or scheduling contact of the reason and any next steps, following your department’s procedures.

Examples of reasons for denial include an unavailable space, insufficient capacity, an incompatible event setup, or an operational restriction.

Step 5: Confirm the event status

1. Go to your Completed Tasks.
2. Locate the event record and click on the event name to open it.
3. From the Details tab, check whether the event is still Tentative or has become Confirmed.
4. If all necessary approvals and requirements have been satisfied, change the event state to Confirmed.

Step 6: Verify completion

Before considering the request complete, verify that:

• Go back to Completed Tasks view and verify that the updated Event State and Status.
• Your location assignment task is no longer pending.
• The correct location has been assigned or the request has been denied.
• Any required follow-up has been communicated.
• The overall event state is appropriate for the request's current approval stage.
• Any remaining tasks have been identified and routed to the appropriate person.

An approved location task does not necessarily mean that every approval for the event has been completed.

Troubleshooting

I cannot find the request in my task list.

• Check your outstanding or pending tasks.
• Search for the event by name.
• Contact your 25Live administrator at 25liveadmin@udayton.edu if the request is not assigned to you or you cannot access the event.

I can see the event, but I cannot approve or assign the location.

• Contact your 25Live administrator at 25liveadmin@udayton.edu if the appropriate action is missing or to confirm that you are set up as an approver for that location.

The requested location is no longer available.

• Review the current availability and any scheduling conflicts.
• Do not approve the request until the conflict is resolved.
• Contact the requester or scheduler to discuss an alternate space or time.