There are times when you'd like to request a room or resource even though another event has it booked. For example, if there's a weekly Bible Study every Monday afternoon that uses the Fellowship Hall, and there's a one-time event, like a wedding, that would like to use that room, you can see if the Bible Study is willing to move in order to request the room. Conflict Resolvers can then verify the change in the schedule.
Watch how to set up your Conflict Resolvers then set them up and resolve conflicts by following the steps below.
Conflict Resolvers are people who have ultimate say over what event is more important than the other, so not many people should have this permission. However, there must be a conflict resolver in every account, so you cannot remove the permission if you are the last Conflict Resolver.
To make someone a Conflict Resolver, go to a person's profile and check the box next to Conflict Resolver.
In order to be a Conflict Resolver, the person must have Event Administrator or Organization Administrator permissions.
By default, all Organization Administrators will be Conflict Resolvers. To remove that permission, uncheck the box in their profile.
Create the Conflict
When someone requests a room or resource , they can see which ones are already reserved based on the alert icon and lines through it.
They can still drag and drop the room or resource onto the reservation block to see who is using it and make other arrangements.
Follow up with the Event Owner of the conflicting event and enter any notes or requests in the Additional Notes field then select Next.
The request will be sent to the Conflict Resolver along with your note.
When a conflict is created, the original event isn't affected unless the conflicting event is approved.
Resolve the Conflict
The Conflict Resolver(s) will receive an email notifying them of the conflict 30 minutes after the conflict was created. The time delay allows Event Owners to make changes to the event, so all requests go out at one time.
From the Notifications page, view the Conflicts created by requested rooms or resources.
Select Resolve... to decide which event should get the room or resource.
The icon for Notifications only shows when there are requests.
- The bottom event is the one creating the conflict, so choose the event to receive the room or resource--or select Share this room to give both events access to the room.
- View exactly when the conflict takes place and with which room or resource.
- Add a note to send to the Event Owner who will not receive the room or resource.
If you decide to share the room, you'll send a note to both Event Owners.
Events which receive the room or resource will move on to the approval process.
Events which do not receive the room or resource will be sent an email and need to make different arrangements.
If you choose to share the room or resource, each event will have a blue banner notifying you of the shared room or resource.
Need to change a conflict resolution?
If you resolve the conflict one way and want to resolve it in a different way, follow these steps:
- Remove the room/resource from one of the two events.
- Add the room/resource back to the event, which will create a conflict.
- Resolve the conflict in the new way.
Because the Event Owners will receive emails about the resolution, you need to manually send an followup email to the Event Owner with the originally approved conflict.
Approve or Reject Remaining Requests
Once the Conflict Resolver chooses which event will receive the room or resource, Approval Groups can then approve or reject the room or resource.