Set up an invite approver

Set up an invite approver

Ask for approval when an invite is created or changed. You set this up as an approval on the Approvals page: you choose which invites it covers and who approves them.

Before you start

  • You need to be an Admin or Location Admin.
  • Availability: if this option is greyed out or missing, contact your Vizmo account manager.
  • Host Approval works for visitors only. For invites and attendees, always use New Approval.

Create an approval for invites

  1. Sign in to the Vizmo portal and select your location.
  2. Go to Visitors > Settings > Approvals.
  3. In the drop-down at the top right of the canvas, choose Invites. Choose Attendees instead if you want to approve individual attendees. The bar then offers only New Approval.
  4. Drag New Approval from the bar onto the canvas. The Workflow Details panel opens on the Details tab.
  5. Enter a Workflow Name and check the Module. Choose the Event that starts the approval: Created or Updated for invites, and Updated only for attendees. Add rules if the approval should apply only to some invites. Select Next.
  6. On the Notifications tab, choose the Workflow Approver, set No Response Time (in mins) and choose at least one No Response Notification recipient. You can also set a Fallback Approver and a shorter Fallback Approval Timeout (in mins). For every field on this tab, see Set up approvals for visitors and invites.
  7. Select Save.

Approvals page with the module drop-down set to Invites

How approvers respond

  • Admin portal: approvers who are allowed to approve invites open Visitors > Invites. The Pending Approvals list sits above the invites. They select Details on a request, then Approve or Reject. When rejecting, they can add a reason of up to 100 characters.
  • Message link: approvers can also use the link in the message they receive.
  • Checked-in invites: once an invite has been checked in, its approval no longer appears in the Pending Approvals list. Approve it from the Dashboard instead.

Invites page with the Pending Approvals list

Approval drawer with Approve and Reject

Things to know

  • If an approver does not respond within the No Response Time, the request is marked as no response. It is not treated as approved. An approver can still approve or reject it from the details panel.
  • An invite is approved only when all of its required approvals are done.
  • To approve the details that an invited visitor submits, see Approve submitted details for invited visitors.

Troubleshooting

  • There is no Approvals menu. Your role may not be able to open Settings. If it should be there, contact your Vizmo account manager.
  • I cannot drag New Approval onto the canvas. The bar is usable only by people who can create workflows.
  • Save is refused because of the timeouts. Make the Fallback Approval Timeout shorter than the No Response Time, and set a timeout whenever you choose a Fallback Approver.
  • An approver cannot see the Pending Approvals list. The list is shown only in the admin portal and only to people who are allowed to approve invites.

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