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Hello,

Thank you for all your help here in the IIQ Community.

Please bear with me as I get more acclimated to our system. I apologize in advance for the length of this post—I'm aiming to be as detailed as possible. If anything, this helps me organize my thoughts for our IIQ rep.

Below is a summary of issues reported to me by users, followed by potential solutions I’ve identified for handling them in IIQ, as well as options I may have as an admin. I’m curious to know what’s possible in IIQ and what I can manage on my own without always needing to involve IIQ support.

1. Event Denial for Specific Dates (Principals Denying Dates)

Problem: In our previous system, principals (or any approvers) could view all event dates in a request and deny specific dates within the request. In IIQ, they are unable to do this. For example, when conferences are happening but not in the cafeteria, principals may want to deny outside groups from booking the space on specific dates but not block the entire event.

For IIQ:

  • Can IIQ set up a custom workflow or approval process where event requests are routed to principals or other approvers for review, allowing them to approve or deny specific dates within a request?

For Me:

  • As a workaround, could we use Tagging or Comments in the event request system? Principals could note which dates are denied and provide reasons. Helpdesk/admin staff could manually adjust the bookings afterward.

2. Blackout Dates for Buildings/District-Wide (e.g., Holidays, Breaks, Events)

Problem: Staff are asking if it’s possible to blackout dates across buildings or district-wide (e.g., for holidays, breaks, or events) to prevent outside groups from booking on those days.

For IIQ:

  • Can IIQ create event rules that prevent bookings during specific date ranges, either at a building or district-wide level?
  • Is there a feature to easily implement date blackouts across buildings or districts?

For Me:

  • Does IIQ allow me to set restricted or blackout dates via the event scheduling configuration? I can check system settings to configure holiday or event-specific blackouts.
  • If IIQ integrates with external calendar systems (e.g., Google Calendar, Outlook), can I block off specific dates on those integrated calendars to prevent bookings?

3. Weekly Email Notifications 

Problem: Staff members have requested weekly email notifications, similar to those from the old system.

For IIQ:

  • Does IIQ support email notifications for event requests, approvals, and status updates?
  • Can IIQ create custom reports or dashboards that summarize events and send them out weekly via email? This might require setting up automated reporting.

For Me:

  • Has anyone used an external tool like Zapier or Microsoft Power Automate to create an automated process that pulls data from IIQ and sends weekly summary emails to staff?

Once again, thank you for your input on this. I hope this helps others with similar challenges in their IIQ implementations and sparks new ideas for improving processes.

Best,
Al Baker

@ABaker 813353e southcountry Thank you for submitting your question to our community! 😄

I am working with one of our CSMs now to get this answered for you. I just didn’t want you to think we had forgotten! 


​@ABaker 813353e southcountryAD_4nXfOXTC6DzvcnEPJGF4aV_-RKhRsc67dMm9DjljxIahgRo-B1bF-pn1IB0GJUafvziRy3OtSzxmqXhLXy0JF0TXb2YPa-C1PcNNYcJROXIvBBsYay-c37HgYwzkM_w7RtU6plZ5fRA?key=7-UPIl75Xmtg2zjYfyu7aJMQ this is a great opportunity to discuss these questions with your Customer Success Manager (CSM). CSM’s can help answer questions, but also learn your workflows to help you learn how to build the best solution!

But to quickly provide you with some answers, see below:


  1. Event Denial for Specific Dates (Principals Denying Dates)
    1. Permissions - You can allow teams or specific users to view Events or allow them to view Events at a specific location.  This would be a policy you would want to create in the Ticketing module. They would not need a policy in Events since the Ticketing module has the ability to allow Events permissions.
    2. You can add your Principals to a team and they can be ones that have to approve or deny all Ticket Requests for Events but this would be a required approval step.  It would not be an optional approval.  You could also give your Principals a permission policy that would allow them to have control of the Event where they could make changes or change the Event to denied but this is something you will want to work with your CSM on because if they are denying the Event and not denying the Ticket Request we need to make sure the workflow is set right.  You could also give them an ADMIN role and a specific Permission Policy where they can control all of the approvals for the Ticket Request but that sometimes opens a door you may not want.
    3. You can certainly give Principals a permission policy that allows them to add comments on a ticket.  This would be Work Ticket permission in the Events module.  Comments would be like a back and forth conversation-and not filterable in a report or anything. Yet a tag could be filterable if you needed that to be a function for some reason.  I see most often comments in a ticket used for these scenarios and the Event admin then can deny the event per the comment by the Principal.
  2. Blackout Dates for Buildings/District-Wide (e.g., Holidays, Breaks, Events)
    1. You certainly can blackout dates.  The Event admin would typically be the one to add these.  Follow our steps found here in our KB article.

       

    2. If you wanted to integrate with a calendar such as Google or Outlook you could add those blackout dates there and that would create an event in iiQ as such. But currently there isn’t anything in site options or any kind of configuration option to block out holidays.
  3. Weekly Email Notifications
    1. You can utilize custom views to create “reports” and share those views with other agents/admins.  Or your users can have “View Events” access in permissions and create their own. There aren’t customized dashboards for Events that you can push out however everyone can go to their profile name and choose OPTIONS and then move their dashboard widgets around or admins/agents can add a custom view to their dashboard. 
    2. Just like in #1 above, your individual users can click on that profile arrow drop down and click on OPTIONS and then click on NOTIFICATIONS and change their email notifications.  You can also set Notification email settings in Site Options but the user can override that in their own profile settings. You can create rules to send emails as you wish and you do already have the rule to send emails for approvals. 

I recommend you reach out to your CSM for more assistance!

 


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