Approval chains
In SmartMy Events, stall applications go through an approval chain. With no set-up the organisers of the event and the event managers decide. An event manager can add levels, such as the principal or the fest committee head, without code.
PLANSScale only
The problem it solves
- A food stall is approved by one volunteer, and the principal hears about it on the day.
- Applications sit in an inbox, and the vendor does not know whether to come.
- Nobody can say later who approved a stall or why another was declined.
How it works
- Each Entity has a Stall application chain, made by the system. Its one level, Organisers of the event, is the organisers of the event and the event managers of the Entity.
- To add a level, an event manager opens Events > Configuration > Approval Chains and adds it after the first. A level is named people, a group, or a person found on the application.
- For some stalls only, add a chain with Only For (for example stalls above an amount) and drag it above the general chain.
- An application waits from the moment it is made. The approvers of each level are told and decide under Events > Stalls, in the Events app or under My approvals.
- After the last level the applicant gets the link to pay, or, when a level declines, the reason.
Everything it does
Which kind you have
- Stall application (Scale): every application made on the event's Take a stall page
- Nothing else in SmartMy Events goes through a chain: complimentary tickets, refunds and closings have their own rules
Who approves a level
- Organisers of the event: the event's organisers and the event managers of the Entity (the starting level)
- Named users or a group
- A person found on the application
- Any one approver of a level decides; for two signatures, add two levels
Rules
- Nobody decides their own application
- Requester May Approve: on as the system makes the chain. It changes nothing here, as an application is raised by the applicant or by the system
- Declining needs a reason; the applicant is told
- Approving counts the space: never more stalls than How Many allows. When the space is full or the event is not published, the approval is refused and the application keeps waiting
- A free stall is confirmed by the last approval
- Only For conditions and Approved at Once work as in every chain; a change applies to applications made after it
Not built for stalls
- A reminder or an escalation when nobody decides
- A time limit for the applicant to pay once approved
Who uses it
Event managerSets the levels under Events > Configuration > Approval Chains, and decides at the first level.
Event organiserDecides stall applications of their events at the first level.
Principal or committee headDecides at a level you add.
Stall applicantWaits on the stall page, then pays with the link or reads the reason.
Where you use it
- Web: Events > Configuration > Approval Chains (event managers); Approvals > Configuration > Approval Chains for an Approvals Administrator
- Web: Events > Stalls, filter To Decide; Approvals > Requests > To Approve
- The SmartMy Events app: Stalls under the event (To decide), and My approvals (built and in testing, not in the app stores yet)
- Portal: the Approvals page, for anyone named on a level who uses only the portal
- Not in the Gate app
What you control
Settings
- Levels and their approvers, per Entity: Organisers of the event to start with
- Only For conditions and Approved at Once, per chain
- Requester May Approve: on as made
Notifications
- Stall Application Received: to the approvers of each level when it starts, in the app and by email
- Stall Approved (with the link to pay), Stall Declined (with the reason) and Stall Confirmed: to the applicant. In the app and by WhatsApp, SMS or email
- These go out at once; a person can switch off a channel, never the message
Questions
Can the principal approve every stall after the organiser?
Yes. Add a level after Organisers of the event with the principal as a named user. The applicant gets the link to pay after the principal approves.Can a staff member approve their own stall?
No. Nobody decides their own application.What if the stalls of a kind are full?
The approval is refused and the application keeps waiting. Raise How Many on the space, or decline it with a reason.Do other things in Events need approval?
No. Only stall applications go through a chain. Complimentary tickets have a limit per event, and refunds are made by event managers.Related features
SELLINGStalls booked by vendors, with approvalVendors apply for a stall on the event page without a login. Your organisers approve or decline, the vendor pays online or at the counter, and their staff get passes for each session.FANS AND SEATINGSeveral organisers on one eventOn Scale an event can have as many organisers as it needs: the cultural secretary, the house captains, the alumni committee. Each sees and runs the event as their own, and each is told about its sales and stalls.ACROSS SMARTMY EVENTSNotificationsBuyers get their tickets, reminders and any change to their session. Organisers hear when a session sells out or sells slowly and when a stall application arrives. Messages go in the app and by WhatsApp, SMS or email, each with wording you can change.PHONE APPSThe SmartMy Events app for buyers and staffOne app for both sides. Buyers find events, buy with the seat map and keep their tickets on the phone. Staff check tickets in, sell at the counter, hand over add-ons, give complimentary tickets and decide stall applications, each as their role allows.AT THE GATEOrganisers and gate staff named per eventEach event names its organisers, gate staff and counter sellers. Each person sees only the events they are named on, and only what their job needs. Gate staff see tickets but no money, and sellers see only their own sales.
See your next event on it.
Tell us what you are running, how many people come and how you sell today. We will set up the event with you on SmartMy Events.