Approve a registration

A purchaser at a company you have never heard of filled in the registration form on Tuesday evening. On Wednesday morning somebody has to decide whether they get trade prices.

When self-registration runs in approval mode, every new account waits for that decision. This is the daily task that keeps the queue from becoming a backlog.

Find the applications

1. Go to CRM › Contacts.
2. Select the Awaiting approval queue. The counter beside it is your backlog.

The queue is the contacts list filtered to registration_status = pending; there is no separate inbox to learn. The Awaiting approval counter is also on the Contacts page as a KPI, so you can see the number without opening anything.

Check before you decide

An application is a request for trade prices. Spend the two minutes:

The most common real problem is duplication rather than fraud: a company you have supplied for fifteen years registers as if new, and you end up with two files and a split order history. Search first.

Approve

1. Open the contact from the queue.
2. Select Approve registration.
3. Enter Decided by, your operator id or email. It is recorded on the contact and on the timeline.
4. Confirm.

Approving does three things at once: it enables the sign-in, it sets the contact to active, and it activates the company they founded. The password the applicant already chose works immediately.

Then finish the job. An approved account with no terms is only half set up:

5. Open the organization and set the customer number, the price list, the payment terms and the credit limit. See Set payment terms and a credit limit.
6. Set the lifecycle stage to customer if they were created as a prospect.
7. Check the contact's role and, where it applies, their order approval limit.

Reject

1. Open the contact.
2. Select Reject registration.
3. Enter a Reason. It is mandatory.
4. Enter Decided by and confirm.

The reason is always stored on the record. Whether the applicant is told it is the Tell the applicant why they were rejected setting. Write the reason as if it will be read, because depending on that setting it will be.

A rejection keeps the login account in place but disabled. The email address does not fall free, so nobody can quietly register a second identity on it, and you keep the record of the decision.

Reinstating a decision

rejected can be moved back to approved by approving it: the reason is cleared and the login is enabled. Both actions are idempotent: deciding the same way twice answers cleanly and sends nothing a second time.

Applications nobody decides

If Auto-reject applications after (days) is set, a nightly job closes applications older than that, through the same route you would use by hand. With it at 0, applications wait forever. Neither is wrong; leaving a queue to grow while the setting is 0 is.

What to check

• The Awaiting approval counter goes down by one.
• The contact's page loses its orange banner. The Registration section shows the state, when it was decided and by whom.
• The company's page has no red banner — a company founded through a pending application starts blocked and should now be active.
• The Activity tab on the contact shows the decision in the timeline.

When it does not work

The decision is refused. Only a pending application can be decided. Check the current registration_status on the contact page.

The applicant still cannot sign in. Approval enables the login, but the contact's own status is a separate field. A contact that is blocked cannot sign in whatever their registration says.

Nobody knew the application existed. The notification recipients setting is empty. Fix it once.

Next

• Set payment terms and a credit limit — finish setting up the new account.
• Log customer activity — record the phone call you made to check them out.