Review the request in the same order
Begin with the requested space, date and time. Confirm that the request matches the event the space can support and read the customer or business details attached to it. Then work through the rules that apply to that space: screening answers, required documents, facilities, party size and any relevant booking policy.
A consistent order matters because the booking detail is a shared operational record. Another team member should be able to understand what was considered without reconstructing the decision from email or memory. Placly keeps the booking timeline, customer, price breakdown and permitted actions together; use that record as the working context.
Make approval a real decision
Approve when the evidence supports the request and the whole party can be accommodated. Decline when it cannot proceed, and give a useful reason when appropriate because that reason is shown to the customer. Do not treat approval as a payment action. Placly’s effective booking flow determines whether payment comes before or after review, and checkout itself does not collect funds.
Documents have their own review state where required. Check that the uploaded item answers the requirement rather than merely existing. If your organisation separates duties, remember that later finance actions can belong to another role; the approval decision should still leave a clear record for that person.
A concrete example
A community group requests the main hall for 90 people and adds the mandatory caretaker facility. The space holds 120, but its policy also asks for an event plan. The reviewer checks the time, customer details, headcount, screening answers and document. Once the evidence is complete, they approve. The booking then follows its configured payment step; approval alone does not claim that money has moved.
Close the loop after the decision
After approval or decline, check the booking’s next-state message and timeline. If payment is due, staff record the offline payment only when it is actually received, with its reference. Invoices, recorded payments, receipts, credit notes and refunds remain connected to the booking, giving operations and finance the same history.
- Space, time, customer and party size match the request being reviewed.
- Required screening answers, documents and facilities are present and acceptable.
- Capacity and availability still support the whole booking.
- The approval or decline reason is clear enough for the customer and the next staff member.
- The resulting status and any payment work follow the configured booking flow.