Multi-Approval Setting

About Multi-Approval

Multi-approval is a form setting that, when enabled, requires approvals from multiple stakeholders (e.g., union staff and/or club executives). This ensures accountability and proper authorisation at each stage of the approval process.

Example:
When a club applies for funding, enabling multi-approval ensures the request is reviewed by all necessary parties before approval. A typical workflow might include:

  • Club president - confirms the request aligns with the club's goals and budget

  • Union finance staff - verifies the financial viability and compliance with funding guidelines

Set Up Multi-Approval for a Form

  1. Go to Forms > Forms Manager, and open the form in Edit mode

  2. Click the Settings button (see image)

  3. Toggle Multi User Approval ON

  4. Select the people who should approve the form

    Note: If someone is missing, add them via User Management and ensure they have the appropriate access

  5. (Optional) Set the number of student executives required to approve the form

  6. Click Save

Manage Submissions of a Multi-Approval Form

In the submissions table (location varies depending on form type - e.g., General, Grants, or Affiliations), you’ll see the number of required approvals displayed under the form reference number (view below).

All listed approvers will receive an email notification when their approval is needed.

To approve a form:

  1. Confirm you're listed in the Approvers section on the submission detail page

  2. Click More > Approve this form

  3. Your approval will be recorded, and the status will be updated in the Approvers section

  4. Once all approvers have submitted their approval, the form’s status updates to Approved and moves to the Approved tab.

    Note: If one approver rejects the form, the status reverts to Pending, and all approvers must review and approve it again.