I Received a Confirmation Request, What Do I Do Now?

If you've received a confirmation request from Tandem, someone is asking to use your facility or coordinate an event with your organization. This is good news! It means another group wants to work with you, and Tandem makes it easy to respond.

This guide will walk you through understanding the request, reviewing the details, and taking action so both organizations can move forward with confidence.

A confirmation request is a formal inquiry from one organization to another, asking to schedule an event that involves your facilities, resources, or coordination. These requests create a clear line of communication between organizations and ensure that everyone is on the same page before an event is confirmed on any calendar.

Common scenarios that generate confirmation requests include visiting sports teams requesting to use your gymnasium, field, or athletic facilities, schools coordinating field trips to museums, parks, or other destinations, community groups asking to hold events at your facility, partner organizations requesting meeting space or shared resources, and any situation where one organization needs another organization's involvement or approval to proceed.

When someone sends you a confirmation request, you'll receive an email notification letting you know a request is waiting for your review. The email includes a summary of the request and a link to view the full details in Tandem.

You can also find pending confirmation requests by logging into your Tandem account and navigating to your requests or inbox area. Requests awaiting your response will be clearly marked so you can address them promptly.

Before responding, take a moment to review everything included in the request. The requesting organization has provided information to help you make an informed decision.

Requesting organization: You'll see the name of the organization making the request, along with contact information for the person who submitted it. This helps you know who you're working with and who to reach out to if you have questions.

Event details: The request includes the name or description of the event, the purpose of the activity, and any relevant context about what will take place.

Date and time: Review the proposed date, start time, and end time carefully. Consider whether this timing works with your existing schedule and any other commitments.

Facility or space requested: The request specifies which of your facilities or spaces the organization is hoping to use. This might be a specific room, field, gymnasium, auditorium, or outdoor area.

Expected attendance: The requesting organization typically indicates how many people will be attending. This helps you assess whether the requested space is appropriate and whether any additional accommodations are needed.

Equipment or resource needs: If the requesting organization needs any equipment, technology, or other resources beyond the space itself, those needs should be outlined in the request.

Special requirements: Any additional details, such as setup needs, accessibility requirements, or specific arrangements, will be included for your consideration.

Contact information: You'll have a direct way to reach the person who submitted the request if you need to discuss details before responding.

Before approving a request, verify that the requested date, time, and facility are actually available. Tandem helps you do this quickly.

Look at your organization's calendar for the requested time period. Check whether the space is already booked, whether there are any adjacent events that might create conflicts, and whether any organizational policies or blackout dates apply.

If you notice a potential conflict or concern, you can reach out to the requesting organization to discuss alternatives before formally responding.

Once you've reviewed the details and checked your availability, you're ready to respond. You have several options depending on your situation.

Approve the request: If the date, time, and space work for your organization, approve the request. This confirms to the requesting organization that they can proceed with their planning. The event will be reflected on both organizations' calendars, creating a shared understanding of what's scheduled.

Decline the request: If you cannot accommodate the request, you can decline it. When declining, it's helpful to include a brief explanation so the requesting organization understands why. Common reasons include the space already being booked, the date falling during a restricted period, or the request not aligning with your facility use policies.

Request changes: If the request is close to workable but needs some adjustments, you can respond with a modification request. Perhaps the time needs to shift by an hour, a different space would work better, or certain conditions need to be met. This opens a conversation so both organizations can find a solution that works.

Ask for more information: If you need additional details before making a decision, reach out to the requesting organization. You might need clarification about the nature of the event, the number of attendees, or specific requirements before you can give a definitive answer.

Your response is sent back to the requesting organization immediately, so they know the status of their request.

If you approved: The event is confirmed and appears on both organizations' calendars. The requesting organization can move forward with their planning, confident that the space is secured. Both parties have a shared record of what was agreed upon.

If you declined: The requesting organization is notified that the space is not available. They can then explore alternative options, whether that's a different date, a different facility, or a different approach altogether.

If you requested changes: A conversation begins. The requesting organization can accept your proposed modifications, suggest alternatives, or withdraw their request. This back-and-forth continues until both parties reach agreement or decide not to proceed.

Responding promptly to confirmation requests helps everyone involved. The requesting organization is often working on a timeline, and a quick response allows them to finalize their plans or seek alternatives if needed.

Keep your calendar up to date so you can quickly assess availability when requests come in. If your calendar accurately reflects your commitments, responding to requests becomes much simpler.

Establish clear internal guidelines for who handles confirmation requests and what criteria to use when evaluating them. This ensures consistency and prevents confusion when multiple requests arrive.

Communicate openly with requesting organizations. If you have questions, concerns, or conditions, share them early. A brief conversation can prevent misunderstandings and lead to better outcomes for everyone.

Document any special arrangements. If you approve a request with specific conditions, such as the requesting organization providing their own equipment or agreeing to certain setup requirements, make sure those details are captured so there's no confusion later.

If you're unsure how to respond to a request, need help navigating the process, or have questions about a specific situation, support is available.

Reach out to your organization's Tandem administrator if you need guidance on internal policies or approval processes.

Contact our support team if you need help with the platform itself. We're happy to walk you through the process or answer any questions.

Confirmation requests are designed to make cross-organizational scheduling easier and more transparent. By responding thoughtfully and promptly, you help build the kind of coordination that benefits everyone involved.