My bookings

The Events menu item holds your own view of everything you have booked or have to decide on. The complete list of all bookings in the installation is a different thing – that lives in the administration.

One menu item, four areas

The switcher at the top of the page moves between the areas. Each has an address of its own, so links from e-mails land in the right place.

An area only appears if your permissions allow it. If only your own area exists, the switcher is gone entirely.

The menu item thinks along. If approvals are waiting, it takes you straight to the queue – the number sits next to it as a badge. If you have no room permissions but do have ticket bookings, you land in your tickets. Otherwise in your own bookings.

The "My bookings" area

Right at the top sits the check-in area: if a booking is currently running that expects a check-in, it appears here with the matching button. More on that under Check-in.

Below it is the list. Two filters help you sort it:

• Time – upcoming or past

• Status – requested, confirmed, approved automatically, rejected

With nothing to show, it says "No bookings found."

Per booking

Each row shows title, period, resource and status. Clicking opens the booking with the actions your permissions allow: change, cancel, delete, manage participants. How each of those works is described under Creating bookings.

When a booking stays on "requested"

There are almost always one of two reasons: either nobody in the responsible unit holds the permission to approve, or automatic approval is not switched on. In both cases only a word to your administration helps – waiting does not.

When a booking disappears

Bookings do not expire by themselves, with one exception: if a mandatory check-in does not happen, the booking is checked out automatically and the room released. The booking then reads Check-in not completed (No-Show). That is why the check-in area sits right at the top.

Confirming or declining attendance

Not every booking you appear in is one you created. When somebody adds you as a participant, Zeitwart can ask you for a response: are you coming?

How you notice

The booking then says "This booking is still waiting for your confirmation as a participant." Depending on what you set in your profile you also get an e-mail or a push notification – the occasion there is called Check-in and attendance.

You will find the booking under My bookings.

Accepting or declining

There are two buttons:

• Confirm booking – Zeitwart reports that your attendance has been confirmed.

• Decline – followed by the question whether you really want to decline, with a Reason (optional) field.

The reason is optional, but it goes to the person who created the booking. One sentence saves a follow-up question.

The states

What happens if you do not answer

The response has a deadline. Once it passes, your attendance reads response deadline expired. The appointment stays – but the person who created it then knows there is no acceptance from you.

Not the same as the check-in

The attendance confirmation says in advance whether you intend to come. The check-in confirms at the appointment itself that somebody is actually there, and releases the room if nobody shows up. One does not replace the other.

Approving bookings

Some rooms cannot simply be occupied – somebody has to agree. If you are that somebody, this is your page.

Who sees this area

Anyone holding the permission Approve events in at least one unit. The number of open items appears as a badge on the menu entry; when there are any, the Events menu item takes you straight here.

Why there is no time filter

In the other areas you can switch between upcoming and past bookings – not here. The queue shows everything undecided, even when the appointment is long past.

That is deliberate: an overlooked request should not vanish from view simply because time has passed. The status filter is still available.

Deciding

For each item you can approve or reject. When rejecting you can record a reason – it is shown to the person who made the request. Use it: a rejection without a reason nearly always produces a follow-up question.

For resources that require approval, the requester has often already supplied a justification; some units make it mandatory. It is shown with the request.

Several rooms in one request

Decisions are made per resource, not per booking. If a request covers three rooms, you can approve two and reject one. The booking then carries a combined status:

For the requester that means: the appointment happens, but not everywhere.

You do not decide on services here

If a booking contains services – catering, technology, seating – those are decided separately, by the respective service providers. One appointment can carry services from several providers who agree independently of one another.

For the same reason a rejected service does not change the status of the room booking. More on that under Adding services to a booking.

When nobody decides

Two settings of the unit can step in when a request is left lying: unanswered requests can be approved automatically when the appointment starts, with an adjustable lead time. And requests can be sent to all approvers or to a central address.

Whether that is switched on for you is something your administration knows. If it is not, a request stays put until someone touches it.