How to Review and Manage Approval for Out-of-District Event

This article will help explain the process for reviewing and managing approval for out-of-district events that your users have submitted through KickUp. If you're interested in learning more about the experience of submitting an out-of-district event, read this article.
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Note: Your district likely has a specific workflow for out-of-district events, and so you are able to create specific instructions for your district’s users that are embedded at the top of the submission forms that users will see. Talk to your Client Success Manager about setting up these instructions for your organization.

Any time that a user submits an out-of-district event, you will receive an email notification within 10 minutes of a submission (we try not to flood your inbox, as multiple come in). You can view submissions in KickUp by clicking on Manage and then Out of District Requests. 

By default, you will see only “Approved” and "Pending" event requests, which excludes events that have been “Canceled” or “Denied”.

You can filter Out of District event requests using a variety of dropdown filter options, including Status, the user Groups of the staff member who submitted the request, Year, learning opportunity tags, and Credit Type.

For any event submitted through the out-of-district workflow, event administrators are able to set the status for the event to reflect where it is relative to your district’s specific submission policy. The statuses available are:

Once an event has been set to Approved, it will appear in that user's Attendance Log, and once an event has set to Confirmed, the green check mark will appear in the log for that event.

If any of the details of the event submission do not appear correct, you are able to edit that submission as needed. If you do edit the event, a post will appear in the activity feed that you have edited the event.

If a user submits any files to document their event registration, attendance, or expenses, you will be able to view those files in the activity feed of that event. To view and download that file, simply click on the file in the activity feed to open that file in a new tab or window. Your browser should allow you to download the file from there. 

Note: your browser may block the window as a pop-up and so you may need to allow the KickUp to open new windows or tabs in your browser settings.

Additionally, you may add comments directly to the activity feed of  an event if you need to provide more specific instructions or elicit more information from the person who submitted the event. If your district has a multi-point approval workflow, you may want to use comments as a way of gathering approval from various stakeholders.

If you would like to delegate the management of event requests, you can set certain users in your organization or district to be able to manage event requests for specific groups. Ask your Client Success Manager to learn more and get help with this option.