Skip to main content

Search

Welcome to Support

Workflow approval items: who can mark them complete (Approval Role)

Only an admin who holds an Approval item's Approval Role can mark it Approved. TeamSideline Support sets each item's role when it builds the workflow, and admins with the Assign User Roles permission choose who holds that role; everyone else sees the item grayed out and Locked.

Applies to: Org admins · Organizations with the Workflow module · Youth Registration programs with a workflow

Where: Programs > Configurations > Workflows (the item's role); Administration > Manage Users > Users (who holds it); Programs > Manage Programs > (program) > 4 Rosters (approving)

How approvals work

  • A workflow item is a Task or an Approval. Admins mark a Task Completed. An Approval is switched between Not Approved and Approved, only by an admin who holds its Approval Role, and only that admin can change its comments.
  • Once any Approval item for a person is Approved, that person's Task items lock. To change a task after that, an admin with the Approval Role first sets the approval back to Not Approved.
  • Admins can't add workflow items or change an item's Approval Role. TeamSideline Support does that, and can create a separate role for approvers.

See which role approves an item

  1. Go to Programs > Configurations > Workflows.
  2. Click the workflow's edit icon, then the Add and Edit Workflow Items tab.
  3. Look at the Association column. For an Approval item it shows the role's name. For a Task it shows the linked field (starting with C- or E-), Enrollment Photo, or nothing.

Give an admin the Approval Role

  1. Go to Administration > Manage Users > Users and click the Edit icon next to the admin.
  2. Open the Roles tab.
  3. Check the Approval Role, leave the admin's other roles as they are, and click Save. You'll see "The user has been updated."

Approve an item

  1. Go to Programs > Manage Programs, open the program and go to 4 Rosters.
  2. Click the team's name.
  3. In the Workflow (Tap to Edit) column, click the person's progress bar.
  4. Click the Approval item's toggle to switch it from Not Approved to Approved. Each change saves right away.

You can also approve from the person's enrollment. Go to Customers > Account Management > Search, open the account, choose Enrollments and click the enrollment's Edit Workflow icon. Set the item's toggle and click Save, and you'll see "Workflow Items updated." On that page the toggle reads Incomplete or Completed.

What you'll see

On the team roster, a lock badge under each person's progress bar counts their approvals, for example 1/2 Approved. It's gray when none are approved, orange when some are and green when all are. For admins without the role, an Approval item shows a lock and the word Locked.

To list the people still waiting for an approval, go to Reports > Report Dashboards > Workflow - Enrollments and click Dashboard Configuration. Choose the Program(s), set Workflow Status to Incomplete and Item Type to Approval, and click Apply.

If it doesn't work

  • The approval reads Locked and its toggle is grayed out. You don't hold the item's Approval Role. Check the Association column, and ask an admin with the Assign User Roles permission to give you that role.
  • A Task item reads Locked. An approval for that person is already Approved. An admin with the Approval Role sets it back to Not Approved first.
  • The Edit User Roles page has no role that fits, or an item needs a different role. Only TeamSideline Support can create roles and set an item's Approval Role.
  • An Approval item in a workflow shared by your parent organization is Locked for everyone. Its Approval Role belongs to the parent. On your site, an admin needs a role of exactly the same name, which TeamSideline Support can add.
  • There's no Roles tab when you edit an admin. Your admin role doesn't include Assign User Roles.
  • "At least one admin must have the Billing role." You unchecked Billing for the only admin who has it. Keep it checked.

Good to know

  • Giving someone one of your regular roles, such as Registrar, as the Approval Role also gives them everything that role can do. For approvers who need nothing more, ask TeamSideline Support for a separate role.
  • Approvers also need a way to the items: the Workflows permission for the team roster's Workflow column, or access to customer accounts for the Edit Workflow icon.
  • Every approval change is recorded in Administration > Manage Users > Activity Log, with the item, the person, the program and the new status.
  • Families see each item's status on their Workflow Status page, but only your admins can change it.

Related articles