Managing Approvals for Event Planners

This article describes how event planners manage the approval process in Mazévo.

Overview

Here's a quick snapshot of the approval process:

  1. An event is created by an event planner or a requester.
  2. Event approval records are automatically generated for the event.
  3. Approvers review pending event approvals and either approve or deny them.
  4. The event planner changes the status of the event based on the individual event approval records.

Sounds simple, right? It is, but this article goes into more detail about the approval process.

The Creation of Event Approvals

Event approvals are generated when a new event is created by either an event planner or a requester. Based on how the system is set up, these event approvals will be in one of two initial states, Pending or Waiting for Review. 

When approvals are initially set up in the system, you have a choice on what the initial state for all new event approvals will be. If you'd like to review all new event approvals prior to releasing them to approvers, you should select Review Events Before Activating. Mazévo then sets the initial state for event approvals to Waiting for Review. If you don't select this option, new event approvals are set to Pending and are immediately available to approvers to view and manage. 

If you select Review Events Before Activating, this additional layer of review adds an extra step to the process for event planners, as they must review and activate all event approvals to start the approval process. To do so, you open the event in the event editor, navigate to the Approvals tab, and click the Activate All button. This changes the state for all approvals on this event to Pending.

Monitoring the Status of Event Approvals

Event planners have three tools available to them for managing the approval process.

Day At A Glance - Requests

From the Day At A Glance screen, event planners can use the Requests option to view all requests in the system grouped by event approval state and then by the date and time the request was created. A single event appears in the list only one time. Mazévo determines which grouping (Pending, Approved, Denied, or Waiting for Review) the event appears in using the following logic:  

  • If all event approvals have been approved, it's in the Approved grouping.
  • If one or more approvals have been denied, it's in the Denied grouping.
  • If all event approvals are pending, it's in the Pending grouping.
  • If one or more approvals are waiting for review, it's in the Waiting for Review grouping.

From the list of events, the event planner can open any event in the event editor by clicking on the event name. In the event editor, the planner can see each event approval and its current state, as well as the history of each event approval record. 

DAAG - Requests-1

Note: Only events in a request status are displayed in the request grid. 

Day At A Glance - Approvals

From the Day At A Glance screen, the event planner can use the Approvals option to view all event approval records. The event approvals are grouped first by the approvals defined in settings (e.g., AV, Large Events, etc.) and then by the date and time the request was created. In this list, an event can appear multiple times—once for each event approval record that was created (based on the creation triggers).

The list is useful to event planners in determining if there is a backup in the approval process. This is apparent if the number of event approvals for a single approval type is starting to grow. That may indicate that one or more approvers are not keeping up with the process, and that a gentle nudge is in order. However, an event planner can also override approvals on a case-by-case basis.  

Note: Only events in a request status are displayed in the approvals grid.

DAAG - Approvals

Event Editor

The event editor, displayed when you open an event, is another tool that event planners can use to view and modify event approvals. 

Event Editor - Approval Tab

By clicking on the approval description in the first column, the event planner can see additional history about it, as well as change its state.

Overriding the Approval Process

There are several ways an event planner can override the approval process. First, the approval process requires that bookings be in a request status. An event planner can simply confirm or cancel the event to override the approval process.

This is helpful since there's no need to review approvals if, for example, an event is cancelled by the user. Cancelling the bookings automatically removes pending event approvals from the approver's queue. 

Second, an event planner can indicate that they're disregarding an approval. The system then retains the approval for reference, but treats it as if it never existed. For example, let's say a requester has submitted a request that triggers several event approvals (AV, Catering, and Security). The catering department immediately denies the catering approval, so the system acts as if all approvals have been denied, and the event planner would see this event as being denied. 

After further review in the event editor, the planner sees the catering order, knows that the event could continue without catering, and reaches out to the customer letting them know catering is not available. The customer decides to proceed without catering, so the remaining approvals still need to be reviewed.

At that point, the event planner can simply remove the catering items and set the state of the catering approval to Disregarded. This tells Mazévo to ignore that approval and make the remaining approvals available to the appropriate approvers, and the review process continues.