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Overview

Every submission through the External Request Form lands in the External Requests queue, giving Event Coordinators one place to review, reject, or convert incoming requests into reservations. This article covers the full review-to-reservation workflow.

This article is for Event Coordinators (and other admin users) responsible for triaging incoming external requests.

Prerequisites

• Must have Event Coordinator or higher role

• The External Request Form must already be set up and published. See Setting Up the External Request Form.

Step by Step Instructions

Find the queue

Open External Requests from the admin sidebar. Requests are sorted by requested date, oldest first, by default.

Sort, filter, and search

• Sort any column: Requested Date, Event Name, Event Date and Time, Expected Number of Guests, Status.

• Filter by status using the Pending, Approved, and Rejected tabs. The default view shows all statuses.

• Search by event name.

• Filter by requested date range, reservation date/time range, or expected number of guests.

• Requests flagged by the form’s spam-detection score show a visual indicator in the table. This doesn’t block the request. It’s simply a flag to look more closely.

Review a request

Click into any request to see:

• Requester contact info: first name, last name, email

• Event name, expected attendance, and description

• Every requested date and time

• All custom question responses, in the same order they appear on the form

• Downloadable links for any uploaded files

• The current status, and for approved requests, a link to the resulting reservation

If a question was deleted from the form after a request was submitted, its response still displays, labeled “(Deleted).”

Reject a request

1. From the request detail page, click Reject.

2. Optionally enter a rejection reason. If provided, it’s included in the automatic rejection email. If left blank, it’s simply omitted.

3. Confirm. The request moves to Rejected and can’t be reopened or re-rejected.

Convert a request into a reservation

1. From the request detail page, click Convert to Reservation.

2. Review each requested date/time instance and adjust if needed.

3. Select space(s) for the reservation, following the same space picker used elsewhere in Room Reservations.

4. Event name, expected attendance, and description carry over automatically from the request. An editable Additional Notes field is also available.

5. Confirm the requester’s contact info (first name, last name, email). This becomes the reservation’s Event Contact.

6. Confirm. A reservation group is created, one reservation per requested date/time instance, and the request moves to Approved.

Once converted, the reservation displays:

• The requester as the Event Contact, marked with an External badge

• All of the original question responses in an External Request Notes section

• A “View original request” link back to the source request

Common Variations or Use Cases

• A request with multiple dates converts into multiple reservations. Each requested date/time instance becomes its own reservation within one reservation group.

• Flagged submissions. A request flagged by the spam-detection score is still fully valid and actionable. It’s a prompt to look a little more closely, not an automatic rejection.

Settings and Configuration Options and Definitions

• Pending — Submitted, awaiting review.

• Approved — Converted into a reservation.

• Rejected — Cannot be fulfilled or reopened.

• External badge — Shown on the Event Contact of a reservation that originated from an external request.

• External Request Notes — The block on a converted reservation showing all of the original request’s custom question responses.

Troubleshooting

• Can’t find the Reject or Convert to Reservation action. These only appear on Pending requests. Approved and rejected requests are final.

• Missing the External Request Forms permission. Reach out to a Platform Admin to have the right role/permission assigned.

• A question shows “(Deleted)” next to its label. The custom question was removed from the form after this request was submitted. The response is preserved for reference.

Related Articles

• Setting Up the External Request Form

• Submitting an External Room Request