---
title: Understanding the Basic Approval Process
description: How the eSPACE event approval process works after submission, including the regular approval layer, sub-admin approval areas, pre-approval and final approval options, conflict resolution requirements, and what happens once all items are approved.
---

[Skip to content](https://support.espace.cool/espace-knowledge-base/understanding-the-basic-approval-process#main-content)

English

Show submenu for translations

[![66f7bec9bf5a8d3c374018fc](https://support.espace.cool/hs-fs/hubfs/AI%20Email%20Template%20Import/Images/66f7bec9bf5a8d3c374018fc.png?width=953&height=300&name=66f7bec9bf5a8d3c374018fc.png)](https://www.smartchurchsolutions.com/)

- [Knowledge Base](https://support.espace.cool/espace-knowledge-base)
- [Product Feedback](https://u03m6.share.hsforms.com/2EgdDdILgTLGc3McfPhw1uw)

Open main navigation

Close main navigation

- [Knowledge Base](https://support.espace.cool/espace-knowledge-base)
- [Product Feedback](https://u03m6.share.hsforms.com/2EgdDdILgTLGc3McfPhw1uw)
- English
  
  Show submenu for translations

 eSPACE Support Center: How can we help you?

- There are no suggestions because the search field is empty.

1. [eSPACE Knowledge Base](https://support.espace.cool/espace-knowledge-base?hsLang=en)
2. [Event Scheduler](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en)
3. [Event Approval Process](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#event-approval-process)

# Understanding the Basic Approval Process

## How events get approved and how sub-admins and admins approve items on events

#### **What Happens After You Create and Submit an Event for Approval**

- Depending on your organization's account settings for conflicts, *users* and *sub-admins* may not be able to submit an event for approval until they resolve conflicts on the event such as canceling occurrences that conflict with Closures, adjusting resource quantities to avoid Resource Shortages, only choosing certain spaces when resources and/or services are restricted to certain spaces... 
    - **Related articles:** 
          - **[Availability: Adding Closures](https://support.espace.cool/espace-knowledge-base/adding-closures-for-holidays-maintenance-to-spaces-resources-services-locations?hsLang=en)**
          - [**Creating an Event with Inventoried Resources: Resource Shortages**](https://support.espace.cool/espace-knowledge-base/event-creating-an-event-with-resources-that-are-inventoried?hsLang=en)
          - [**Space Restrictions - Restricting Resources or Services to Certain Spaces**](https://support.espace.cool/espace-knowledge-base/items-restricting-resources-or-services-to-certain-spaces?hsLang=en)

All events when they are submitted for approval will go through the regular approval layer and appears in all admins' "Requires Administrative Approval" grid. If the account also has approval areas with sub-admins assigned, then the event will also appear in the sub-admins' "Required Sub-admin Approval" grid if the event has items (spaces, resources, services) that are under that sub-admin's approval.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-18-2026-02-43-45-6977-PM.png?width=670&height=109&name=undefined-Feb-18-2026-02-43-45-6977-PM.png)

- Pre-approval and final-approval are *extra* layers that can be turned on for all events for all locations in the account as a whole for 1 admin or sub-admin who needs to pre-approve the whole event and final approval the event as a whole as a double-check before and after the regular approval layer.

#### **Approval Process with Sub-Admins (Approval Areas)**

- If you have ***also*** created Approval Areas with certain spaces and/or resources and/or services and then given different sub-admins access to those approval areas, then those sub-admins will see the event in their **"Requires Sub-admin Approval"** grid at the same time the event appears in the admin's “Requires Administrative Approval” grid.  
    - *However, sub-admins will NOT see events on their dashboard when the events have no spaces, resources or services that are in their approval area or is assigned to a location that sub-admin does not have access to under their user permissions.*

**![](https://support.espace.cool/hs-fs/hubfs/image-png-Feb-18-2026-02-44-40-0263-PM.png?width=670&height=94&name=image-png-Feb-18-2026-02-44-40-0263-PM.png)**

- When you have admins AND sub-admins approving, the sub-Admins should approve their items ***first***, then Admins can approve any items that do not have an approval area assigned.
- Admins can check to see if sub-admins have already approved their items on the event first by clicking on the **clock icon** to the right of the Items on the event when it's in their *"***Requires Administrative Approval***"* grid.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-18-2026-02-44-47-8262-PM.png?width=670&height=110&name=undefined-Feb-18-2026-02-44-47-8262-PM.png)

 

#### **Approval Process Without Sub-Admins**

- If you are **NOT** using Sub-Admins, and the item(s) on the event ***requires approval***, an Admin will need to approve by clicking on "Approve" when the event is in their *"***Requires Administrative Approval***"* grid.

**↓**

- Once all items are approved, the event will move to an approved status and
  
  show on the Admin and Sub-Admin “**Upcoming Event - Next 30 Days**”.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-18-2026-02-45-09-2144-PM.png?width=670&height=176&name=undefined-Feb-18-2026-02-45-09-2144-PM.png)

 

- The event will also show on the *event owner’s* “**My Approved Events”** grid.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-18-2026-02-45-21-5962-PM.png?width=670&height=128&name=undefined-Feb-18-2026-02-45-21-5962-PM.png)

 

 

- If an event is later edited and resubmitted for approval, sub-admins will only need to re-approve if the edits on the event affected items in their approval area.

 

[![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-18-2026-02-45-30-5685-PM.png?width=670&height=185&name=undefined-Feb-18-2026-02-45-30-5685-PM.png)](https://www.smartchurchsolutions.com/learn-more/)

- [Event Scheduler](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#main-content)

    - [Calendar of Events](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#calendar-of-events)
    - [Items](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#items)
    - [Event Creation](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#event-creation)
    - [Basic Settings](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#basic-settings)
    - [Advanced Settings](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#advanced-settings)
    - [Other Integrations: SSO, Google, Outlook, APIv2](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#other-integrations-sso-google-outlook-apiv2)
    - [Billing & Invoicing](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#billing-invoicing)
    - [Event Notifications](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#event-notifications)
    - [Event Approval Process](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#event-approval-process)
    - [General Features for All Users](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#general-features-for-all-users)
    - [eSPACE Events to ChMS Integrations](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#espace-events-to-chms-integrations)
    - [Report Options](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#report-options)
    - [Overview Articles](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#overview-articles)
    - [Mobile App (Android & iPhone)](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#mobile-app-android-iphone)
    - [Bundled Customers](https://support.espace.cool/espace-knowledge-base/event-scheduler?hsLang=en#bundled-customers)
- [Work Order & Asset Management](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#main-content)

    - [Creating Work Orders](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#creating-work-orders)
    - [Vehicle Pro](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#vehicle-pro)
    - [Asset Pro](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#asset-pro)
    - [Basic Settings](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#basic-settings)
    - [Advanced Settings](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#advanced-settings)
    - [Preventative Maintenance \[PM\]](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#preventative-maintenance-pm)
    - [General Features for All Users](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#general-features-for-all-users)
    - [Analytics & Reports](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#analytics-reports)
    - [Dashboards Views for Different User Levels](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#dashboards-views-for-different-user-levels)
    - [Mobile App (Android & iPhone)](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#mobile-app-android-iphone)
    - [Reviewing, Assigning & Approving Work Orders](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#reviewing-assigning-approving-work-orders)
    - [Overview Articles](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#overview-articles)
    - [Work Order & Event Scheduler Integration](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#work-order-event-scheduler-integration)
- [Integrations](https://support.espace.cool/espace-knowledge-base/integrations?hsLang=en#main-content)

    - [HVAC](https://support.espace.cool/espace-knowledge-base/integrations?hsLang=en#hvac)
    - [Doors](https://support.espace.cool/espace-knowledge-base/integrations?hsLang=en#doors)
    - [Digital Signage](https://support.espace.cool/espace-knowledge-base/integrations?hsLang=en#digital-signage)
    - [ChMS to eSPACE for Integration Scheduling](https://support.espace.cool/espace-knowledge-base/integrations?hsLang=en#chms-to-espace-for-integration-scheduling)
- [Floor Plan](https://support.espace.cool/espace-knowledge-base/floor-plan?hsLang=en)
- [General](https://support.espace.cool/espace-knowledge-base/general?hsLang=en)
- [All Users](https://support.espace.cool/espace-knowledge-base/all-users?hsLang=en#main-content)

    - [General Usage](https://support.espace.cool/espace-knowledge-base/all-users?hsLang=en#general-usage)
- [Life Cycle Calculator](https://support.espace.cool/espace-knowledge-base/life-cycle-calculator?hsLang=en)
- [Operational Cost Tracker](https://support.espace.cool/espace-knowledge-base/operational-cost-tracker?hsLang=en)

- [File a Support Ticket](https://support.espace.cool/tickets-view/new)

[![66f7bec9bf5a8d3c374018fc](https://support.espace.cool/hs-fs/hubfs/AI%20Email%20Template%20Import/Images/66f7bec9bf5a8d3c374018fc.png?width=500&height=158&name=66f7bec9bf5a8d3c374018fc.png "66f7bec9bf5a8d3c374018fc")](https://www.smartchurchsolutions.com/)

Copyright © 2026, Smart Church Solutions