Approvals

Approvals make staff ask a manager before they hand products out, take them back or move licenses between people. Nothing changes until a manager says yes. This guide is for store owners and admins who want to turn approvals on, and for anyone who decides on requests.

Approvals are off by default. With them off, staff act straight away within their permissions.

Who counts as a manager

A manager is anyone who can decide on requests:

• the store's owner
• admins
• staff whose custom role includes Approve changes

Managers never have to ask. What they do happens straight away. Approve changes only comes with a custom role, which needs Pro or Ultimate. On Free, only owners and admins are managers. See Roles and permissions.

Turn approvals on

Only owners and admins can do this.

1. In your store's dashboard, open Settings → Team.
2. Go to Approvals.
3. Under Staff need approval for, tick what staff should ask about.
4. Select Save approvals.

It applies to staff from their next action.

What needs approval

A few details:

• While Giving products away is on, only a manager can switch a code back on after it's been switched off. Switching a code off is always allowed.
• A ban itself isn't held up. The customer is banned straight away. Only taking back what they own waits for a manager.
• Nothing else staff can do is affected.

What staff see

When something needs approval, the dashboard says so before staff send it:

• The grant, transfer and ban dialogs show a note explaining that a manager has to approve it first.
• Buttons change to Ask for approval, Ask to revoke, Ask to restore or Ask to transfer.

After sending, Enviglo confirms it went to a manager. If staff add a Note when granting, or fill in What it's for on a code or a reason on a ban, managers see it as the reason for the request.

Staff follow their requests on Approvals in the sidebar, which counts how many they have waiting. They can select Withdraw on a request until a manager decides. Asking again for exactly the same thing points to the first request instead of making a new one.

Review requests

Managers get a notification on Enviglo when staff ask for something. Requests wait under Approvals, in the Records part of the sidebar, with a count of how many are waiting.

The page has two tabs:

• Waiting for a decision lists open requests, oldest first.
• Decided lists requests from the last 30 days, grouped by day.

Each request reads as a sentence, like granting a product to a person, with the product and people linked. Under it you'll see:

• details such as how many days of access it gives
• the reason they gave, if any
• who asked, when, and whether they asked in Discord
• how long it has before it expires

If approving it wouldn't work or wouldn't change anything, a warning says why. For example: "They already own it, so approving won't change anything."

To narrow the list, use Everything, Giving, Taking back and Moving. When several people have asked, a dropdown set to Anyone lets you show one person's requests.

Approve or turn down a request

• Select Approve. It's carried out straight away.
• Select Turn down. Optionally pick a reason (Not needed, Wrong person, Talk to me first or Already sorted) or write your own, then select Turn down.

To decide on several at once, tick them, or tick Select all above the list. A bar appears at the bottom: select Approve to approve them all, or Turn down to turn them all down with one reason. Enviglo handles up to 50 at a time, in the order they were asked.

You can't decide on your own request. It shows "Another manager decides on yours".

What happens next

• Approved: Enviglo does exactly what was asked, as the staff member who asked, with your name recorded as the approver. Everything that normally follows happens too, such as the customer's notification and their Discord role changing. The staff member is told it's done.
• Couldn't be done: if something changed since they asked, for example the license no longer exists, the request is marked Couldn't be done and the staff member is told why.
• Turned down: nothing changes. The staff member is told, with your reason if you gave one.
• Expired: a request nobody decides on within 14 days expires. They can ask again if it's still needed.
• Withdrawn: the staff member took it back before anyone decided.

Every request and decision is recorded in the audit log, and a license's history notes who approved a change. See Activity and the audit log.

The Discord bot and the API

• Discord bot: /give, /revoke and /transfer follow the same approval settings as the dashboard. When staff need approval, the bot replies "Sent for approval" with a button to see their requests. See Discord bot commands.
• API keys and your game: these act for the store itself, so they're never held up by approvals.

Turning approvals off

Untick everything under Staff need approval for and select Save approvals. Staff then act straight away. Requests already waiting stay on Approvals until a manager decides, the staff member withdraws them, or they expire.

Troubleshooting

• "Someone already decided on that one." Another manager got there first. Check the Decided tab.
• "Someone else has to decide on your own request." Ask another manager.
• "It waited more than 14 days, so it expired. They can ask again if it's still wanted." The staff member needs to ask again.
• "Only a manager can switch a code back on while giving products away needs approval." Ask a manager to switch the code on, or make a new code and ask for approval.
• "You have 50 requests waiting already. Give a manager the chance to get through them." Wait for a manager to decide, or withdraw requests you no longer need.
• Managers aren't getting notified. Each person chooses their store notifications under Notifications in their account settings. Check Requests for approval is ticked for your store.