RequesTech documentation

Signing in and access

Use the Continue with Google button and sign in with the verified Google account authorised for your deployment. Your access inside RequesTech depends on the role attached to your account.

• Staff: can use the booking workflow and see their own bookings. Equipment access depends on the permissions assigned to them.
• Technician: can access the technician views, including the calendar, requests and equipment tools.
• Lead technician: has the technician tools plus the forms and team administration areas, and can manage the equipment catalogue.
• Student: cannot create bookings from the signed-in portal. Ask the staff member organising the event to submit the booking, or ask the lead technician to add you to the technical crew.

Being able to sign in does not automatically grant technician permissions. A lead technician manages the role assigned to each account.

Submitting a booking

1. Open New booking and select the booking form, if more than one is available.
2. Enter the event name, venue, date, start and finish times, and organiser details.
3. Answer the form's additional questions. Required questions are marked with an asterisk.
4. Choose any catalogue equipment that your event requires, where that section is available. Images and descriptions help identify the item.
5. Submit the request. If the request is accepted by the service, you'll see a confirmation and the request will be available in My bookings when linked to your email/account.

Check the date and finish time before submitting. RequesTech validates event times and prevents overlapping calendar bookings at the server.

My bookings and statuses

Open My bookings to review bookings associated with your signed-in account or email. The status tells you where the request has reached.

• New: the booking has been submitted and is waiting for the next action.
• Under review: the technical team is reviewing the request.
• Approved: the booking has been approved.
• Declined: the booking was declined.
• Completed: the request has been marked complete.

Technicians can claim bookings, allocate technicians and update statuses where permitted. Status changes to Approved or Declined can trigger an email. If a request is linked to a different account or you entered the wrong email in a shared form, contact the technical team.

Calendar

Authorised technicians can use the Calendar view to review bookings by date and move between calendar periods. Select a booking to view it and use the available actions to claim it or update its status. Lead technicians and permitted technicians can also add calendar events manually.

Calendar events must have valid dates and times. The server checks for overlapping events before saving, so an event that overlaps an existing booking may be rejected.

The portal also offers Sync to my calendar. Use its instructions to subscribe from a supported calendar app. Treat the generated calendar URL as private because it contains a token that allows access to that feed.

Booking forms

Lead technicians use Forms to manage the questions that appear in booking forms. Depending on the question type, people can enter text, longer text, a number, select an option or tick a checkbox.

• Save a form before sharing its link.
• Switch a form off when it should no longer accept new submissions.
• Mark questions as required when the answer is needed to process the booking.
• Keep questions relevant to the event and avoid collecting personal information that the technical team does not need.

Anyone with a currently active shared form link may be able to submit without signing in. Share those links only where appropriate.

Requesting equipment

The Equipment area uses one catalogue so you can choose items without needing to know the internal approval route. Catalogue cards may show an image, description, stock information and quantity controls.

1. Choose a quantity for each item you need. Items hidden from request forms won't appear in the normal selection list.
2. Choose an existing event or General use if the request isn't tied to a calendar booking.
3. Set the date and start/finish times, then add optional notes if useful.
4. Submit the request. RequesTech routes each item to the correct approver based on how the item is configured.

Requests reserve stock while they are awaiting approval. Availability is checked again when approval is attempted, so a request may need to be adjusted if stock is no longer available.

Equipment approval

The approver depends on the item's configuration. Items assigned to a department for self-service are routed to the relevant department approval flow; equipment that needs a technician is routed to lead-technician approval.

Department members can approve requests for equipment assigned to their department when the account has the required permission. Lead technicians can approve technician-supported requests.

Approvers should review the dates, quantities, event/general-use selection and notes before approving or declining. A declined or cancelled request releases its reservation; approved requests still count against stock for the relevant time window.

Reporting missing equipment

Technicians can report catalogue equipment as missing even when it was not booked out or linked to an event.

1. Open Equipment and choose Report lost equipment or use the missing-report action beside an item.
2. Select the item and quantity, then optionally add where it was last seen or other useful details.
3. Submit the report. RequesTech records the issue and attempts to email the technical team with recipients BCC'd.

Unresolved lost quantities reduce available stock. A lead technician can mark an item as found to resolve the report and return the relevant quantity to availability. If a notification email fails, the interface may offer a retry action.

Technician requests

Authorised technicians can review the Requests view, claim eligible bookings, allocate technicians and update statuses. The navigation can show a count when requests need a technician.

Use the request details to check the event, venue, times, notes and equipment requested before taking action. Keep status updates accurate so staff know whether the booking is still awaiting review or has been completed.

Team and invitations

Lead technicians use Team to invite staff or technicians, change roles, and cancel pending invitations. The invite email is sent to the address entered if the email service is configured and delivery succeeds.

• Use the person's organisation-approved email address.
• Choose Staff, Technician or Lead technician, depending on the access they need.
• Student accounts appear automatically after sign-in; there is no need to create a student invite.
• Review roles periodically and remove access when it is no longer needed.

Changes to team roles affect what appears in the portal. A successful invite is not the same as the person having signed in; they complete that step with their own authorised Google account.

Departments

Lead technicians can group staff into departments, assign members and assign catalogue items. A department can have an optional main email address; if none is set, matching requests are sent to department members according to the application's notification flow.

Make sure each self-service item is assigned to the correct department and that its approvers can access RequesTech. Keep department membership and email routing up to date.

Managing the catalogue

Lead technicians can add, edit and archive inventory items. Catalogue entries can include a name, total quantity, description and an optional HTTPS image URL. Items can also be hidden from request forms without removing them from inventory history.

• Use clear item names that staff recognise.
• Use a direct HTTPS image link when an image is available; otherwise the interface shows a placeholder.
• Turn off Show in request forms when an item should not be requested through forms. Existing bookings and reports remain part of the history.
• Make stock changes carefully because active bookings and unresolved lost reports affect how much stock can be made available.

Emails and notifications

RequesTech uses the configured email service for invitation, booking, equipment and decision notifications. Availability of a feature in the interface does not guarantee an email provider accepted a particular message.

• Check the request's on-screen message to see whether sending was reported as successful.
• Check your junk/spam folder and confirm your email address is correct.
• If an alert provides a retry option, use it after the email configuration has been checked.
• If a notification remains missing, contact the technical team rather than submitting duplicate requests.

Lost-equipment notifications are sent with recipients BCC'd, so other recipients' addresses are not exposed in the shared recipient list.

Troubleshooting

I can sign in but cannot see technician tools

Signing in verifies your account but does not grant a technician role. Ask a lead technician to check your role.

My requested quantity is unavailable

Check that the date and time are correct. Other approved or pending requests and unresolved lost reports affect availability.

My booking overlaps another event

Choose a different time or ask the technical team to check the calendar. The Worker rechecks overlaps before saving.

An equipment image is missing

Lead technicians should check that the catalogue's image URL is a direct HTTPS link to an image and that the host allows it to be displayed.

An email did not arrive

Check the on-screen delivery result, junk folder and sender configuration. Contact the technical team if the problem continues.