Who sees and is notified about an order
Tenant users see their own tenant's orders, merchant users see the orders placed with their merchant, and platform operators see every order. Some status changes notify a fixed set of people, decided by the transition.
Overview#
Every purchase and work order belongs to one tenant and is placed at one merchant store, and those two organisations decide who can open it. Merchant users find purchase orders in their own Purchase Orders list, which shows an order only once the tenant has sent it. Work order pages and the tenant-side purchase order page show each viewer the other party's details rather than their own organisation's. Order status notifications go out only after a status change has been saved.
Who can see an order#
| Viewer | Purchase orders | Work orders |
|---|---|---|
| Tenant Owner, Admin, Supervisor, Accountant | Every purchase order of their own tenant, in every status | Every work order of their own tenant |
| Driver (Driver App) | Only the orders they placed themselves | Only the orders they placed themselves |
| Merchant Owner, Admin, Accountant | The purchase orders sent to any of their merchant's stores, in their Purchase Orders list | Every work order at any of their merchant's stores |
| Merchant Supervisor | The same, but only for the stores they are assigned to | The same, but only for the stores they are assigned to |
| Platform Operator | All purchase orders of all tenants | All work orders of all tenants |
- Tenant users reach the purchase order pages only if their tenant's plan includes purchase orders, and the work order pages only if it includes work orders.
- Merchant users open purchase orders from their own Purchase Orders menu entry. That list never shows Draft orders and has no status filter for them. Tenant users and platform operators get the tenant-side Purchase Orders list instead, so no user sees both entries.
- If a user opens the link to an order outside their scope, for example an order at a store a Merchant Supervisor is not assigned to, the system answers "page not found" rather than "access denied".
- Platform operators can open every order for support. On the merchant purchase order page they get no accept, reject or fulfil buttons.
- The merchant purchase order list shows 20 orders per page.
Which actions each role may take, and in which status, is on Purchase and work order statuses.
What each viewer is shown#
On the work order list, and in the Order Info card of the work order and tenant-side purchase order detail pages, the viewer's own organisation is left out:
| Viewer | Tenant and Tax code | Merchant |
|---|---|---|
| Tenant user | Hidden | Shown |
| Merchant user | Shown | Hidden |
| Platform Operator | Shown | Shown |
- The Store row of the Order Info card is shown to every viewer, because it tells merchant users which of their stores the order is for.
- The tenant-side Purchase Orders list has a Merchant column and no Tenant or Store column. The merchant Purchase Orders list has Tenant and Store columns.
- The merchant purchase order page shows the tenant, its tax code and the store.
- Confirmed (tenant) and Confirmed (merchant) are workflow state, not identity, so every viewer sees them on the work order page and the tenant-side purchase order page. The merchant purchase order page labels them Operations confirmation and Merchant confirmation.
- On the work order list, merchant users also lose the merchant name filter, because their list already holds only their own merchant's orders.
- Work order Excel exports keep both the Tenant and Merchant columns for every viewer. Purchase order exports carry the same columns as the list they are exported from.
- Merchant Owners, Admins and Supervisors can follow the tenant's name to the tenant's billing details, which they need to issue the VAT invoice. Merchant Accountants see the name without the link.
- Merchant users do not see the Confirmed (supervisor) row of a purchase order.
Who is notified#
| Transition | Who is notified | Notification |
|---|---|---|
| A driver submits an order that needs supervisor approval | Every tenant user with the right to supervise orders: Tenant Owner, Admin and Supervisor | "Order #… pending supervisor approval" |
| A supervisor approves the order | The driver who placed it. The order then goes to Pending | "Order #… approved by supervisor" |
| A supervisor rejects the order | The driver, plus the tenant's Owners, Admins and Supervisors, who are told it was cancelled | "Order #… rejected by supervisor", "Order #… cancelled" |
| The merchant rejects a purchase order, the tenant cancels one after sending it, or a driver cancels a work order in the Driver App (→ Cancelled) | The tenant's Owners, Admins and Supervisors, and the order's driver | "Order #… cancelled" |
| The order is completed (→ Completed) | The tenant's Owners, Admins and Supervisors, and the order's driver | "Order #… completed" |
| Completion is refused because the wallet or the B2B credit line cannot pay | The tenant's Owners, Admins and Supervisors | "Wallet insufficient blocked order #…" or "B2B credit blocked order #…" |
| The funds hold times out (→ Expired) | The tenant's Owners, Admins and Supervisors, and the order's driver | "Order #… expired" |
- Do not rely on a notification to learn that an order has been sent to a merchant or accepted. Merchant users find new orders in their Purchase Orders list, and tenant users see acceptance when the order's status changes to In progress.
- When an order's funds hold is placed or changes amount, for example on confirming, accepting or re-confirming an expired order, the driver gets "Hold placed on your wallet". Re-confirming sends no order status notification. Holds are explained on Order funds holds and expiry.
- The "blocked order" notices are the one case where a refused change notifies anyone: they go out exactly when completion is refused.
Recipient rules#
- Notifications go to a role in the organisation, not to whoever created the order: there is no "order owner" recipient. Tenant and Merchant Accountants never receive order notifications, because they have read-only roles.
- Platform operators are not notified about order status changes.
- Among tenant and merchant role holders, only active user accounts receive notifications. When a transition has no recipients, nothing is sent.
- Order status notifications cannot be switched off in a user's notification preferences. The "blocked order" and "Hold placed on your wallet" notices follow the wallet updates preference.
Delivery#
- Every notification appears in the recipient's notification list, under the bell in the web portal.
- Order notifications are also pushed to the recipient's phone if they use the Driver App or the Merchant App.
- If the recipient has not yet read an earlier status notification about the same order, the new status updates that notification instead of adding another one, and the earlier status is kept in its history.