Manager Approvals

When a cashier without the approve permission tries a gated action, the app raises an approval request. A manager enters their PIN on the same screen. The cashier stays signed in the whole time.

Before you start

• The Staff Operations add-on and the Roles & Permissions add-on.
• A manager who holds the approve permission.

Steps

What happens next

• The decision, a log entry naming who asked and who approved, and the action itself are recorded together. If the action fails, the request goes back to pending.

Edge cases

• What needs approval and the thresholds are set per store, on the Policies tab. Each action starts with approval required. Thresholds are in your currency, except stock adjustment, which is in units. Only the owner, organization admins and people with Staff Operations · Modify change them.
• A discount raised without approve permission waits for a manager. The approval covers that one discount at that rate. A different rate needs a new approval.
• Stock changes. Changing Quantity on the Stock tab is a stock adjustment, so other changes save at once and the stock waits for approval.
• Expiry. A request expires after about two minutes (the server accepts 30 to 600 seconds) if nobody acts. The cashier can start it again. A pad closed early can keep the request pending.
• Wrong PINs. After five wrong PINs the pad locks for five minutes on that device and the request that got the fifth is denied. Two people sharing a PIN make it fail.
• Separation of duties. Refunds and purchase orders start with Require a different authorizer, so a cashier cannot approve their own.
• Who can approve. The approve permission, plus Modify POS for a void, and the override-refund permission for a refund. The store owner and anyone with full access always count as a manager.
• Without Roles & Permissions everyone counts as a manager, so nobody is asked. The Staff Operations page and the approval settings show a notice saying so, with a link to the add-on.
• Decided on another device. A manager can decide the request from Pending Approvals elsewhere. The cashier's pad notices within a few seconds and closes. An approved discount is applied as if the manager had typed the PIN on the pad.
• A refund approval for an order that changed can get stuck. Start the refund again.
• Staff badges. A manager with a badge can tap or scan it. See Staff Badges. Declining never asks for a PIN.
• Authorizing a refund. A staff member whose role can start refunds but not authorize them is always asked for an approval when they save a draft refund, whatever the amount and whatever the approval rules say. A manager clears it by PIN, or it waits in Pending Approvals.
• The PIN step-up (requiring a PIN for approvals) is one of the store's control settings: changing it also needs Change control settings on the Store Settings card.

Works with

Related guides

• Staff Operations Overview
• Staff PINs
• Activity Log and Settings
• Staff Badges