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Define booking validation rules

Validation rules decide which bookings need human approval before they are confirmed — typically for prestigious rooms, external events or paid bookings. Rules put bookings on hold; validators decide.

Open the rules management

  1. Open Hamilton Meeting, click Administration, then "Rules management" in the "Booking validation rules" section.

  2. The list shows the existing rules. Click Add to create one or open a rule to edit it.

Create a rule

  1. Fill in the rule form. The form guides you with mandatory-field and format checks (numeric values, valid dates and times).

  2. A rule combines:

    • The scope: which rooms (or room groups) and which conditions trigger the validation.

    • The effect: the booking is created in a pending status instead of being confirmed directly.

  3. Validate. The rule applies to new bookings immediately.

Rooms subject to validation are flagged in the booking search results ("The room is subject to validation") so bookers know approval is coming.

Designate the validators

Validation is a user right:

  1. Give the validator right to the relevant accounts through their user group (see "Manage permissions with user and room groups").

  2. Validators get the Validation menu with the pending requests, the decision screen and the decision history — see "Approve or reject booking requests" in the user guides.

Verify the workflow

  1. Book a room covered by a rule with a test account: the booking is created in the pending status.

  2. As a validator, approve it: the status changes, and the booker is notified by email when notifications are enabled.

  3. Check the validation history for the decision trace.

Good to know

  • Combine rules with booking statuses: the pending and approved statuses (with their colors) are managed in "Configure booking types and statuses".

  • Fewer rules, clearer workflows: only protect the rooms that truly need a gatekeeper.

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