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Rentals / Calendar


Approve or Deny Pending Reservations



The Pending Rentals module is a dedicated view for rentals pending admin approval. This article will show you how to view and Approve/Deny pending reservations. 

Important Notes

  • Administrators making reservations (public or internal) do not need to be declined or approved under the pending rentals section of the facilities module.
  • The balance is put on the account at the end of the reservation, but no permit is generated until after the reservation is approved for public users.
  • Once the rental is approved the balance stays, the permit is generated, the calendar is reserved, and the customer can pay the balance due.
  • Once the rental is declined - the balance is removed, the transaction is removed, and the calendar is cleared.


  1. Navigate to Facilities > Pending Rentals
  2. Create a Date Range to filter for Pending Reservations
  3. View Pending Rentals
    • Note: If a facility is configured to "require approval" then when it's rented online, it is input as balance due.
  4. Select the Checkmark button
  5. Review fields and select Approve or Decline Reservation
    • Email Permit to User?: Send user a copy of their permit
    • Email Receipt to User?: Send user a copy of their receipt
      • Note: Email permits and receipts are limited in size to a 7mb email
    • Invoice User?: Send the user an invoice
    • Event Title: Add an event title
    • Status: On Hold, Pending, Reserved, Tentative, or N/A
    • Add Notes to Permit: Add any additional, relevant notes to the permit
  6. If Approved, the user can pay their balance

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