When booking requests are submitted through your Prospero booking portals, they’re instantly added to the master calendar as bookings—keeping everything centralized and visible from the start. Here’s how to review, confirm, and manage those requests so nothing falls through the cracks.
🔍 View Incoming Booking Requests
Navigate to the Bookings tab in the sidebar to view all requests submitted through any of your live portals. Requests are organized by portal and then by request date. Click the 3-dots on the far right of the row to select the option to See on Calendar. This allows you to instantly view the booking in the context of your current schedule.
Review Request Details
Each row shows the booker’s name, requested space, time slot, and event title. Click on the row to open the full request page where you can review all booking details, including requested equipment and consumables.
✅ Triage and Confirm a Booking
When you click Triage, the event editor will open where you can:
Review and edit the booking form details submitted by the requester
Add or remove spaces, people, items, or tags
Adjust the event title, time, or status
Add any internal notes or booking-specific details
Once you're ready to confirm the event, click Approve, and a confirmation email draft will be generated. Any changes you make before confirming the booking will be included in this email.
Need to decline a request? You can also Deny the booking from the triage editor, which will prompt an email notifying the requester as well.
📅 Manage Bookings From the Calendar
Pending bookings appear with a dashed left border in the calendar. Click on the booking to view the booking summary and click the pencil icon to open the booking event editor. From here, you can make changes to the booking details, go to the booking details page, and approve or deny the request.
🗓️ Tips for Managing Bookings
Use hold statuses for tentative bookings to clarify priority and avoid double-booking. Hold statuses 1-3 are available when an event status is set to tentative.
Use tags or projects to group and filter booking requests.
Optimize your booking form fields to collect the info you need up front and reduce administrative load.
Add admin notes or comments directly to the event to track changes or clarify unusual booking needs.
Attach files or documents to booking events (like floor plans or tech riders) to keep details centralized.
💬 Need Help?
Our team is always happy to help if you run into any issues or want advice on configuring your booking flow. Drop us a message through the chat or email us at support@prosperoapp.com.