Departments, rules by job and manager approval with SmartMy HRMS
With SmartMy HRMS in the same account, every booking shows the booker's department. Rooms can be kept for some departments or job positions, and an approval level can go to the booker's manager or department head. Employees whose leave is approved are asked to cancel or hand over their bookings for those days.
PLANSEvery planWith SmartMy HRMS
The problem it solves
- The board room is meant for directors, and anyone who finds it free books it.
- Admin cannot say which department fills the training rooms every week.
- The facility office approves requests without knowing whether the employee's manager agrees.
- A room stays booked and empty because the person who booked it went on leave.
How it works
- With SmartMy HRMS in the same account, the link installs itself. Each booking finds the booker's employee record in the booking's Entity and fills in the Department.
- On a booking policy, choose Departments and Job Positions to keep its rooms for them. A department includes its sub-departments.
- Under Exceptions on the policy, give a department or a job position its own rules, such as more hours a week for the training team.
- In the approval chain, add a level with A person on the request and choose Booker's Manager or Booker's Department Head.
- Add Employees Attending on a booking: their work contacts are invited as attendees.
- When a leave request is approved, the employee gets a to-do for each of their bookings in those days: On leave: cancel or hand over.
Everything it does
The department on the booking
- Employee: the booker's employee record in the booking's Entity, else any of theirs
- Department: filled in from the employee and editable on the booking
- All Bookings: search by department and Group by Department
Rules by department and job
- Departments on the policy: only employees of these departments and their sub-departments may book; empty means any
- Job Positions on the policy: only employees in these positions; empty means any
- A refused booking says the facility is for some departments, or some job positions, only
- Exceptions per department or job position; the most specific wins: a person, then a job position, then a department, then a group, then the Entity
- Bookings made by other SmartMy products are not checked against these rules
Approval by the line
- Booker's Manager: the manager on the booker's employee record
- Booker's Department Head: the nearest head up the department tree who is not the booker, else the booker's manager
- Used as A person on the request in a level of the Facility booking chain. The facility's approvers can still be a level of their own
- A booking by a manager or an approver of the facility is confirmed at once
Leave
- On approval of a leave in SmartMy HRMS, one to-do per booking of the employee from the first to the last day of the leave
- Counted: bookings waiting for approval or confirmed, made by the person, not by other products
- The to-do is due by the start of the leave or of the booking, whichever is first
- The employee cancels, or a manager books the room on behalf of a colleague
Who uses it
Facility managerKeeps rooms for departments or job positions and adds the manager level to the chain.
EmployeeBooks; sees their department on the booking; gets a to-do for bookings during approved leave.
Reporting manager or department headApproves the bookings of their people at a level of the chain.
Admin or HRGroups bookings by department to see who uses the rooms.
Where you use it
- Web: Facilities > Configuration > Booking Rules > Booking Policies (Departments, Job Positions, Exceptions); the Department and Employees Attending on a booking
- Web: Facilities > Configuration > Booking Rules > Approval Chains for the manager level
- Approvers decide under Facilities > Approvals, in Approvals, or in the SmartMy Facility app (built and in testing, not in the app stores yet)
- Not built: charging rooms to a department or a cost report by department; group the bookings by department instead
- Not built: training sessions, interviews or induction reserving rooms by themselves
What you control
Settings
- Departments and Job Positions: per booking policy, empty to start with
- Exceptions: per policy, for a department or a job position
- A person on the request: Booker's Manager or Booker's Department Head, per chain level
Approvals
- Facility booking: a level can name the booker's manager or department head. The booking is confirmed after the last level, and a rejection at any level rejects it
Notifications
- Facility Booking to Approve: to the manager or head at their level, in the app and by email. WhatsApp and SMS go from your message credits, and app push once the apps are in the stores
- The leave to-do is a back-office activity, not a message event
Works with
SmartMy HRMSNeeded for this page: employees, departments, job positions, managers and leave.
Questions
Can we keep the board room for directors?
Yes. Put the Director job position on the board room's policy. Others are refused with a message that it is for some job positions only.Can a booking go to the employee's manager first?
Yes. Add a level to the Facility booking chain with A person on the request and choose Booker's Manager. The facility's approvers can follow as a second level.What if the head of the department books?
The head is never asked to approve their own booking: the next head up the tree is, else their manager.Can we charge room use to departments?
Not yet. The department is on each booking for lists and grouping, but internal charges by department are not built.Related features
BOOKING RULESBooking rules: slots, notice, limits and exceptionsA rule set says how a facility may be booked. It sets the slots, the notice, how far ahead, how long, and how many bookings each person may hold. Exceptions change it for an Entity, a group or one person.APPROVALBooking approval, with escalation when nobody answersBookings that need a yes, such as the auditorium, wait for the facility's approvers while the time is held. If nobody answers in time, the facility managers are asked. If they do not answer either, the request is turned down, so a forgotten request never locks the time.ACROSS SMARTMY FACILITYApproval chainsBookings that need approval in SmartMy Facility go through a chain of levels. For example: the facility's approvers, then the head of department or the principal. With no set-up only hall and auditorium bookings wait; you choose which other bookings need approval, and who decides at each level, without code.REPORTS AND RECORDSBooking analysis and utilisationSee when facilities are used by weekday and hour, and how many bookings end as no-shows, cancellations or rejections. See how many open hours of each facility are booked.BOOKINGSAttendees, guests, calendar entries and private bookingsA booking says what it is for, how many come, who attends and which guests come from outside. Attendees get it in their SmartMy calendar, and a private booking shows to others only as Booked.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.