Approval Processes

Staff & Administration

What it does

Approval Processes is the control layer that stops risky or out-of-policy actions from going through unchecked. When a staff member tries to do something sensitive — waive a joining fee, edit a locked profile field, backdate a freeze, or activate a sale that breaks an age or gender rule — Memvera routes it to a manager for a digital sign-off instead of letting it happen silently. Every override is permanently logged so you always know who approved what, when, and why.

Key concepts

• Approval request — a pending action waiting for a manager's decision. It records who asked, what they want to change (before/after values), and the reason given.
• Approval policy — the rule that decides which actions need approval, who can approve them, and how many levels of sign-off are required (e.g. Club General Manager, then Head Office).
• Dual control — one staff member enters the change; a second authorised manager must digitally release it before it takes effect.
• Edit lock — sensitive fields (name, photo, National ID, contract dates) are locked after creation; changing them triggers an approval workflow.
• Exception dashboard — a "Validation Pending" view that surfaces only contracts that need attention: unsigned, unpaid, pending approval, or flagged high-risk.
• Immutable audit log — an undeletable record of every approved exception, kept for compliance.

Main tasks

Review and act on pending approvals

1. Open the Approvals area (or the Validation Pending dashboard).
2. Filter by club, brand, or priority to focus on what needs you first.
3. Open a request to see the requester, the reason, and the before/after values.
4. Approve or Reject, adding a reason. On approval the original action completes automatically; on rejection the requester is notified.

Set up which actions need approval

1. Go to the Approval policies configuration.
2. Choose the sensitive action — fee waiver, locked-field edit, backdated freeze/cancel/renewal, service-extension override, and so on.
3. Set the approval chain: who can sign off, and whether a second level (Head Office) is required.
4. Save. From now on those actions are held in a pending state until released.

Approve member-app and document requests

1. When a member submits a change from the member app (freeze, renew, cancel) or uploads a document, it lands in the approval queue.
2. Open the request and, for documents, use the verification view to compare the upload against the member's profile.
3. Approve or Reject — the decision syncs back to the member app automatically.

Tips

INFO

Approvals are not optional paperwork — until a request is approved, the underlying action does not take effect. Clear the Validation Pending view daily so nothing stalls.

TIP

Every approval and rejection is written to the immutable audit log with the approver's ID, timestamp, and reason. This is your evidence trail for financial and PDPL audits.

Related modules

Membership Management · System Users & Roles · Employees · General Functions