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Defining Approving Managers for Departments

With the Define Approval and Notification Parameters task, the business process owner can configure that bookings require manager approval. If manager approval is required, the business process owner must define the manager for each department that can approve bookings.

When you create a booking, you associate the booking with a department. For each department, use this task to define the approving manager. This is often the department manager; however, you can specify any other employee to approve bookings for this department.

Some sites may wish to centrally manage their hoteling tasks and have one hoteling administrator, rather than individual department personnel, approve bookings. In this case, you would assign the same user to all departments.

To specify that a manager can approve bookings:

1. Choose the Define Department Approving Manager task.
2. In the left pane, drill down to select a department.
3. In the right pane, choose an employee to approve bookings for this department by selecting them from the Employees table.  Note that you can select any employee as a department approving manager; you are not restricted to employees of the specified department, managers, and so forth.

Security Groups for Department Approving Managers

When establishing which employees are able to approve bookings for a department, you should also consider their security groups.

• If one person is defined as being the approving manager for multiple departments, then he or she must also belong to either the security group HOTEL BOOKINGS ALL DEPARTMENTS or HOTELING ADMINISTRATION. Otherwise, when the user searches for bookings to approve, the system will present only bookings for the user's department. The approver will not be able to enter in the filter the other department for which they can approve bookings.
• You may also want to set the department approving manager to the HOTEL BOOKINGS WITHOUT APPROVAL security group so that they do not need to approve bookings that they themselves create. For example, if the department approving manager logs in and books a room, and if the hoteling process is set up to require approval, then that booking will be routed to his or her queue for approval. To eliminate the need for department approving managers to approve bookings that they themselves created, assign department approving managers to the HOTEL BOOKINGS WITHOUT APPROVAL security group .
• Users in the HOTELING ADMINISTRATION security group can approve for all departments, and do not need to be specifically defined using this task. If you define other approvers using this task, the users of the HOTELING ADMINISTRATION group can serve as a back-up to those explicitly defined to approve.