Report Approval Workflow

For some clients, you want to look over the proof-of-service report before it lands in their inbox. Report approval makes that explicit per client.

Turning It On Per Client

1. Go to Clients and click Edit on the client
2. Turn on Reports require approval before sending
3. Click Save

Now any visit completed at this client's sites lands in Reports → Awaiting approval instead of being emailed automatically. The Reports to approve count on Today links straight to the same list.

Reports Stay Private Until Sent

A held report is private. The client doesn't get an email, and the visit's report, photos and notes don't appear in their portal until you approve it and the email is accepted. The portal can still show that a visit is scheduled.

Reports for clients without approval also land here if they can't be delivered, for example when there's no recipient email or the email is rejected. Fix the recipient, then approve and send.

Approving or Not Sending a Report

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1. Go to Reports in the sidebar
2. Open the Awaiting approval tab (the badge shows how many are waiting)
3. Click the site name to review the visit - GPS, photos, checklist, notes - or click Preview what the client gets to open the PDF
4. Click Approve and send to email the report and make it available in the client portal, or Do not send to keep it private

If the send fails, you'll see an error and the report stays in Awaiting approval. Nothing is published until delivery succeeds.

What "Do Not Send" Means

Visits marked Do not send stay in your records (they're still part of audits, analytics, and visit history) but no email goes out and the report is hidden from the client portal. Use it for genuinely problematic visits where you'd rather handle it offline.

Status Flow

• Awaiting approval - private, waiting for action (or for a successful send)
• Sent - email accepted and report visible to the client
• Not sent - you chose Do not send

Tips

• Pair approval with Internal notes on the visit so reviewers have context
• For most clients, approval is overkill - reserve it for relationships where each report genuinely needs a human look
• Don't let reports pile up in Awaiting approval; clients notice if reports are slow