Building Reservations
Submit a building reservation request as a member, or review, approve, and deny requests as an authorized leader.
The Building Reservations system allows members and organizations to request building use at /stake-info/reserve. Authorized leaders review, approve, or deny requests from the admin panel at /leader/reservations.
Member Guide
The reservation form is publicly accessible at /stake-info/reserve. No portal account is required to submit a request.
The member submission form is currently a frontend stub. Filling out the form and clicking Submit Reservation Request displays a confirmation message, but the request is not yet saved to the server. Backend integration for the member submission path is pending. Contact the stake executive secretary directly until this feature is fully wired.
Filling Out the Reservation Form
Navigate to /stake-info/reserve.
Complete all required fields (marked in the tables below). Optional fields are noted separately.
Check the agreement box confirming you have reviewed the building use guidelines. The form cannot be submitted without this.
Click Submit Reservation Request.
Required Fields
| Field | Description |
|---|---|
| Event Name | Short title for the event (minimum 2 characters) |
| Date | The date of the event (must be a future date) |
| Start Time | When the event begins |
| End Time | When the event ends |
| Setup Time | How much time before the event start you need for setup (dropdown: 15m – 4h) |
| Cleanup Time | How much time after the event end you need for cleanup (dropdown: 15m – 4h) |
| Rooms or Areas | Select one or more rooms from the list (multi-select with checkboxes); a "Select Entire Facility" shortcut is available |
| Organizer Name | Your full name |
| Organizer Email | An email address where approval or denial notices can be sent |
| Organizer Phone | A phone number where organizers can reach you |
| Organization | Select the ward, stake, or group hosting the event from the dropdown; choose "Other" to type a custom organization name |
| Event Affiliation | Select the reservation type from the dropdown: Stake Activity, Ward Activity, Stake Member, Out-of-Stake Member, or Non-Affiliated |
Optional Fields
| Field | Description |
|---|---|
| Event Description | Brief description of the event and its purpose |
The Affiliation and Organization fields are dropdown selects, not free-text inputs. If your organization is not listed under Organization, choose Other — an additional text field will appear to enter the organization name.
Admin Guide
Admin features require the APPROVE_BLDG_RESERVATIONS permission and are accessible at /leader/reservations in the Leader Portal.
Viewing Reservations
The admin page provides two views, selectable via tabs at the top:
- Calendar — A month-by-month calendar displaying reservations as color-coded event chips (yellow = Pending, green = Approved, grey = Denied). Use the left and right arrows to navigate between months. A conflict warning triangle appears on any reservation that overlaps another in date and rooms.
- List — A tabular view of all reservations. Use the Status dropdown to filter by All, Pending, Approved, or Denied. The total count of matching reservations is shown.
Click any reservation chip (in Calendar view) or any row (in List view) to open the detail panel.
Detail Panel
Clicking a reservation opens a slide-over panel on the right side of the screen. The panel displays:
- Event name and current status badge
- Conflict badge (if applicable)
- Date, time range, setup time, and cleanup time
- List of reserved rooms
- Event description (if provided)
- Organizer name, phone, email, organization, and affiliation
- A warning banner if the organizer indicated they do not have building access (fob or code)
- Denial reason (if the reservation was previously denied)
- Submission timestamp and review timestamp (if already reviewed)
- Approve and Deny controls (for Pending reservations only)
- Delete button (available for any reservation regardless of status)
Handling Conflicts
When two reservations overlap on the same date and share one or more of the same rooms, the system automatically flags both with a conflict warning — a triangle icon appears on the calendar chip and in the detail panel.
Conflicts are detected automatically based on date and room overlap. You are responsible for resolving them — for example, by contacting the organizers to adjust times or rooms, or by denying one of the requests.
Approving a Reservation
Open the reservation from the Calendar or List view.
Review the full details in the slide-over panel, including any conflict warnings.
Click Approve Reservation.
The panel closes and the reservation status updates to Approved. An approval email is sent to the organizer at the address they provided.
Denying a Reservation
Open the reservation from the Calendar or List view.
Click Deny Reservation. A text area appears inline in the panel.
Enter a denial reason in the text area. This field is required — the Confirm Denial button remains disabled until text is entered.
Click Confirm Denial. The reservation status updates to Denied and the organizer receives a denial email that includes the reason. Click Cancel to dismiss the denial text area without taking action.
A denial reason is required so that organizers understand why their request was not approved and can make alternative arrangements or resubmit with adjustments.
Deleting a Reservation
The Delete button is available in the detail panel for any reservation, regardless of status. Deleting a reservation permanently removes it and cannot be undone. An confirmation dialog is shown before the delete is executed.
Deletion is permanent. Use denial (not deletion) for requests that were reviewed and rejected — the denial record and reason are retained for reference. Only delete reservations that were entered in error or are otherwise no longer needed.
Related pages
- Site Settings — controlling whether the Reserve Building page appears in navigation
- API: Building Reservations — reservation submission and approval endpoints