--- title: Manager approvals section: counter order: 4 summary: One manager on each staff record approves that person's requests and signs their order form. Deciding in the app or by email, self-approval, and recording a signed form. screen: People › a person › Requests role: Admin or Issuer keywords: manager, approval, approve, decline, approver, email link, self-approved, signed form, order form, sets, FTE, credit slip, delegate --- Each staff record names one manager. That person approves the wearer's requests in the staff app and signs their paper order form. ## One manager per record The manager is set in the `Manager` box under `Manager’s approval` on the staff record. Search the register by name or staff number and choose; it saves at once. Only an Admin can set, change or remove it. - Anyone may be their own manager. The box then shows `Self-approved`. - An inactive person cannot be chosen: `That manager is no longer active on the register.` - A manager whom others still name cannot be deactivated: ` people still name as their manager, and a request can't be sent to somebody who is off the register. Give them a new manager first.` Without a manager, the staff app refuses to raise a request: `Your manager isn't set yet — the linen room has to record who approves your requests.` A request is addressed to the manager recorded when it was raised. Changing the manager later does not move it; use re-address on `Requests` ([Requests from staff](/docs/counter/requests-from-staff)). ## Deciding in the app The manager opens the request in the staff app. Every garment starts marked approved. They can decline a single garment, or the whole request, with one of 3 reasons: `Over allowance`, `Not needed right now` or `Wrong item for the role`. Every garment must be decided before sending. When at least 1 garment is approved the request goes to the linen room; when none is, it is declined. The wearer is emailed the result with the reason against each declined garment, when they have an account and email is set up. ## Deciding by email When a request is raised, its manager is emailed `Uniform request from `, or `Uniform request for ` when somebody raised it on the wearer's behalf. The link opens a page showing the request. Nothing is decided until the manager chooses on that page. - The link lasts 14 days. - It decides the whole request: approve every garment, or decline every garment with one of the 3 reasons. - It works once. After either choice, both links in the email stop working. - It stops working when the manager or the wearer is no longer active on the register. The decision is filed under the manager's name and marked as made from the email. ## Self-approval and the raise rule Anybody may approve a request for their own uniform. It is never recorded as an ordinary approval: the history line reads `Approved by — their own request`, with `Self-approved` beside it. Nobody approves a request they raised for somebody else: - A manager's raise for one of their own staff goes to the manager's own manager. If there is none, or it would come back to them, the request waits on `Needs an approver`. - Re-addressing to the raiser is refused: ` raised this request, so it can't be sent back for to approve. Pick somebody else.` - Sending a request to its wearer is refused unless they are set as their own manager. - A decision by the raiser is refused: `You raised this request, so somebody else has to approve it — ask the linen room to re-address it.` ## Recording a signed order form 1. **Press `Print order form`** on the staff record, and have the manager sign it ([Slips and signatures](/docs/counter/slips-and-signatures)). 2. **Under `Record a signed order form`, enter** `Sets`, `FTE`, `Date signed` and any `Note on the form`. The date cannot be after today. 3. **Press `Photo the signed form`** if you want the sheet on file. 4. **Press `Record approval`.** It needs a manager set in the box: `Set their manager first.` The approval is recorded under the manager in the box. When the sets are above what the FTE table proposes, ThreadCount writes a sentence saying so after your note, and shows it first under `This will go on the record as written:`. Each approval then shows ` of sets left` or `Fully collected`, with `Form` to view the photo and `Credit slip` to print the balance. Sets come off at [Counter](/docs/counter/issue-a-garment). An Admin can remove an approval with `×`. ## What is written | Record | Change | Undo | |---|---|---| | Staff record | The manager | An Admin changes or removes it | | Request and its lines | Each line approved or declined with a reason; status accepted or declined; decided time; a history line | None | | Approval | Date signed, manager's name as signed, link to the manager, sets, FTE, note, photo; sets used starts at 0 | An Admin removes it | The name on an approval is a copy. It still reads as signed after the manager is renamed or leaves. > **In plain terms** The manager in the box is the only approver, on screen and on paper.