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Uniform stock management for healthcare linen rooms: the coordinator app, the phone counter and the staff app, for your own server. Built from a113353 on 2026-09-15. Licensed under the Functional Source License (FSL-1.1-ALv2).
2026-09-15 22:54:09 +10:00
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+---
+title: Managers
+section: people
+order: 4
+summary: The one manager on each record approves that person's requests and signs their order forms. Self-approval, raising for others, email links and changing a manager.
+screen: People › a person › Details & access
+role: Admin
+keywords: manager, approver, approval, sign, order form, self-approved, own manager, reports to, email link, needs an approver, re-address, reassign
+---
+
+## One manager, both jobs
+
+Each record names at most one manager, in the `Manager` box under `Manager's approval` on the person's page. That person approves their requests in the staff app, and a signed paper order form for them is recorded as signed by that manager.
+
+1. **Type a name or staff number.** Only active people on the register are offered.
+2. **Pick the name.** It saves straight away.
+
+`Change` picks someone else. `Remove` clears it after a confirmation. Setting a manager who is inactive is refused. The import's `manager` column sets the same field, by staff number.
+
+Nobody can raise a request, in the staff app or at the counter, without a manager set. A manager who has left the register counts as none: the request is refused with `The recorded manager is no longer on the register.`
+
+`Whose requests they approve`, lower on the manager's own page, lists everyone who names them. `Add somebody who reports to them` changes that other person's record, after a card that names who they are being moved from.
+
+## What a manager sees and signs
+
+In the staff app, a manager has an approvals queue, oldest first. They approve or decline each garment, or the whole request. A decline needs a reason from a fixed list, and the wearer is emailed the decision if they have an account. A manager with people reporting to them also has a ward view listing those people, what they hold, and their sets against the ceiling. See [manager approvals](/docs/counter/manager-approvals) and [the staff app](/docs/apps/staff-app).
+
+The linen room cannot approve on a manager's behalf.
+
+On paper, `Record a signed order form` takes the sets, FTE, the date signed (not after today), an optional note and a photo of the form. It needs an active manager set, and records their name linked to their record. An Admin or Issuer can record one; only an Admin can remove one.
+
+## Self-approval
+
+Anyone may be recorded as their own manager. The box then shows `(themselves)` and a `Self-approved` tag.
+
+- A request they decide for themselves is written into its timeline as their own request, marked `Self-approved`, naming them as both the manager and the person it is for.
+- A signed form they approved for themselves is tagged `Self-approved` on their record.
+- In the approvals queue, their own requests are set apart under `Your own request`.
+
+## Raising for somebody else
+
+A manager can raise a request for the people who report to them. Nobody approves a request they raised for somebody else, so it goes to the raiser's own manager instead. If there is nobody above, or the raiser is their own manager, it is created with no approver and waits under `Requests › Needs an approver`.
+
+The linen room re-addresses a waiting request from there. Re-addressing it to the person who raised it is refused. Sending it to the person it is for is allowed only if they are recorded as their own manager.
+
+## Email links
+
+When a request is addressed to a manager who has a staff-app account, and the server is set up to send mail, the manager is emailed a link to approve or decline it.
+
+- The link lasts 14 days, and works only while the request is still waiting. Once a decision is made, both links in the email stop working.
+- Opening the link shows the request. The decision is made by pressing a button on that page, not by opening the link.
+- If the manager or the wearer is no longer on the register, the page shows no details and decides nothing.
+- A request for the manager's own uniform says `Your own uniform`.
+
+A manager with no staff-app account is not emailed. The request still waits for them.
+
+## Changing a manager
+
+New requests go to the new manager. Requests already waiting stay addressed to the old manager until the linen room re-addresses them. A manager cannot be deactivated while anyone else active still names them; give those people a new manager first. See [deactivating and deleting](/docs/people/deactivating-and-deleting).
+
+## What is written
+
+| Record | Change | Undo |
+|---|---|---|
+| Set or change a manager | The person's manager. | `Change` or `Remove`. |
+| Record a signed form | An approval with sets, FTE, date, signer, note and photo. | `×` on the approval (Admin). |
+| Re-address a request | The request's manager, and a timeline entry. | Re-address again while it waits. |
+| Approve or decline | Request and garment statuses, and a timeline entry. | None. |