This article covers how to review and manage out-of-district event requests submitted by your staff. For the staff experience, see How to Submit an Out-of-District Event.
*Note: Your district likely has a specific workflow for out-of-district events. Talk to your Client Success Manager about setting up custom instructions for your organization.
Viewing and Filtering Submissions
Any time a user submits an out-of-district event, you will receive an email notification within 10 minutes. View submissions in KickUp by clicking Learning > Manage > 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 requests using a variety of options, including Status, Groups, Year, learning opportunity tags, and Credit Type.
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.
If your district uses required PD feedback, the table also includes two additional columns: Feedback required and Feedback timestamp.
Managing Request Status
For any submitted out-of-district event, approvers can set the status to reflect where it stands in your district's workflow. The full list of statuses, including those introduced with the required PD feedback feature, is:
Status | What it means |
Pending | Request submitted; waiting for admin review |
Approved | Request approved; attendance not yet confirmed |
Awaiting feedback | Event date has passed; educator has not yet submitted feedback |
Awaiting confirmation | Educator submitted feedback; admin has not yet confirmed attendance |
Confirmed | Admin confirmed attendance AND educator submitted feedback — credit is granted |
Denied | Request was denied |
Canceled | Request was canceled |
Note: "Awaiting feedback" can appear whether or not attendance has been confirmed — it shows any time the event date has passed and the educator has not yet submitted feedback.
How Required Feedback Affects Confirmation
When required feedback is enabled for a request:
Credit is granted only after both admin confirmation of attendance AND educator feedback submission.
If you confirm attendance and the educator hasn't yet submitted feedback, their status will show Awaiting feedback.
If the educator already submitted feedback before you confirmed, their status will update to Confirmed immediately.
If feedback is not required, confirming attendance grants credit as usual.
Requiring Feedback on a Request
The feedback requirement can be toggled on or off for any individual OOD request, regardless of district defaults:
Go to Learning > Manage > Out of District Requests.
Click on a request.
Check or uncheck Feedback required to enable or waive the requirement for this request.
Note: The Feedback required toggle is only available if your district has a designated OOD feedback form configured. For full setup instructions, including how to designate your district's OOD feedback form and set defaults, see Requiring PD Feedback for Out-of-District Events.
Editing Submissions
If any details of an event submission appear incorrect, you can edit that submission as needed. When you edit an event, a post will appear in the activity feed indicating that changes were made.
Viewing, Downloading, and Adding Files
If a user submits files to document their event registration, attendance, or expenses, you can view those files in the activity feed. Click on a file to open it in a new tab or window, where your browser should allow you to download it.
Note: Your browser may block the window as a pop-up. If so, allow KickUp to open new windows or tabs in your browser settings.
Leaving Comments
You can add comments directly to the activity feed of any event to provide instructions, ask questions, or gather approval from various stakeholders. If your district has a multi-point approval workflow, comments are a useful way to coordinate with other approvers.
Delegating Management of Event Requests
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.