Approvals Help

Overview

The Approvals menu gathers everything waiting for a decision from guests and members into one list. Items are sorted by the nearest deadline; choose one to open its details on the right (on a phone, on the next screen).

Three kinds of items appear:

This menu appears at facilities where it has been enabled (it is enabled together with host review).

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Guest register

At a facility with a check-in setting that turns host review on, a submitted guest register waits for review and the key is not shown yet. When the host approves it, the check-in completes and the guest receives their key and recovery link.

The details show:

• The answers of the lead guest and companions, and the ID photos (tap a photo to enlarge it; photos are shown only to staff who can see the facility, through time-limited links)
• "Resubmitted by a different person or device than last time" — after a send-back, when it was submitted again by someone else or from another device
• "The guest register changed after it was submitted" — while this is shown it cannot be approved. Send it back and ask the guest to submit it again
• The note from the guest (a message sent with the register)
• The history (submitted, resubmitted, sent back, approved)
• The automatic approval time (when the check-in setting turns on "Approve automatically if not reviewed by the reservation start")

Approve

Press "Approve", then "Approve" again in the confirmation. If the check-in cannot be completed (for example the reservation is not paid, or no key is assigned to the room), it is not approved and the reason is shown.

Send back

Press "Send back", enter a reason and press "Send back and email".

• A reason is required (up to 1000 characters)
• The reason goes into the email to the guest as written. Say exactly what needs fixing
• Common reasons such as "The ID photo is unreadable" can be inserted with a button
• The guest receives the reason and the check-in URL; when they submit again, it returns to the list

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Booking request

A booking request for a plan that needs approval. "Approve" confirms the booking and emails the guest (paid plans receive a payment link). "Decline" with a reason cancels the booking and sends the reason to the guest.

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Membership application

Membership applications and plan changes are listed, and you can approve or decline them here. The result is the same as deciding in the members list review.

• The details show the requested plan, ① access, ② payment and the answers to the application form
• A plan change shows the current plan next to the requested plan. The current plan continues until you approve
• Approving starts the membership or moves it to awaiting payment, depending on the plan's payment method. The notice links to where the person now appears in the members list
• Declining shows what declining does (including refunds) and lets you add a reason (optional; it is included in the email to the applicant)
• An application already handled on another screen is not approved or declined; the screen says so and reloads the list

Membership applications are shown only to facility owners and above. The members list review keeps working as before.

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View-only roles

View-only roles can see the list and details, but the approve, send back and decline buttons are not shown.

Done

The "Done" tab shows what was approved, sent back or declined on this screen. The full history is in each reservation's details.

Related setting

Turn host review on in "Host review of the guest register" on the check-in setting edit screen (facility owners and above). It applies to the whole facility: if any check-in setting of the facility turns it on, every reservation check-in at the facility goes through review.