To enhance control and ensure the accuracy of our pricing, we are introducing a new approval workflow for all rate cards. From now on, any newly created or cloned rate card must be approved by an authorized administrator before it can become active and be used.
This update provides a formal review process, preventing errors and giving you clear visibility into the status of your rate cards.
How it Works:
Here’s a breakdown of the new processes:
- Understanding the New Rate Card Statuses
You will now see different statuses for your rate cards. Here’s what they mean:
⚠️Pending: The rate card has been created or cloned and is waiting for review and approval. It cannot be used yet.
☑️Processing: The rate card has been approved, and the system is performing background tasks (e.g., setting up city combinations, applying rates, and assigning merchants from the original card if cloned).
✅ Active: The rate card has been successfully processed and is now live and ready for use.
❌ Rejected: The rate card was reviewed but was denied by the approver.
🚫 Inactive: The rate card was previously active but has been replaced by a new version.
2. Creating a Brand-New Rate Card
● When you create a new rate card and submit it, its status will be set to Pending.
● At this stage, the card is not usable, and no merchants can be assigned.
● An authorized approver will review the pending rate card and choose to Approve or Reject it.
● If rejected, the status changes to Rejected, and the card cannot be used.
● If approved, the status changes to Processing and then automatically becomes Active once the system setup is complete.
● Only when the status is Active can you assign merchants and start using the rate card.
3. Cloning an Existing Rate Card
● You can only clone an Active rate card.
● Cloning allows you to create a new rate card based on an existing one. This is especially useful for updating rates for a group of merchants.
● You can only clone an Active rate card.
● The cloned rate card will also start with a Pending status and go through the same approval workflow described above.
● Seamless Transition for Merchants: If you clone a rate card that already has merchants assigned, your merchants can continue using the original card without any disruption while the new one is pending / processing approval.
● Once the new, cloned card is approved and becomes Active, the system will automatically move the merchants from the old card to the new one.
4. Inactivating a Rate Card
● If you need to inactivate a rate card that currently has merchants assigned to it:
● The system will prevent you from inactivating it directly.
● You will receive a message prompting you to re-assign the merchants. You must manually move these merchants to another active rate card, If there’s not any assignees you can inactive it without any problem.
5. How to Set Up Rate Card Approval/Inactive Permissions
The ability to approve, reject, or inactivate rate cards is controlled by role-based permissions. Only users with the correct permissions will be able to manage rate cards.
Here is how to grant these permissions:
╰┈➤ Navigate to User Management > Staff.
╰┈➤ Select the Roles tab.
╰┈➤ Find the desired role (e.g., “Administrator”) and click the action button, then select Manage.
╰┈➤ In the permissions screen, you will find a section for Rate Cards.
╰┈➤ Within this section, you will see specific “Review and Inactive” permissions for each type of rate card (e.g., Review Merchant Rate Card, Review Agency Rate Card, etc.).
╰┈➤ Enabling a “Review” permission for a role will grant users in that role the ability to approve or reject pending rate cards of that type. Similarly, the permission to inactivate a rate card is also managed here.
6. How to Review and Approve/Reject a Rate Card
This is the core of the new workflow. For staff member with “Review” permissions (Recommended – Only for Super Admins):
● In the rate card list, any card with a Pending status will display a “Review Rate Card” option.
● Clicking this option will open a detailed review screen where you can verify all the rate card’s information, including:
● The rates, destinations, and origin details.
● A table showing all merchants that will be assigned to this card (especially important for cloned cards).
● After reviewing the details, you will see two buttons at the bottom of the page:
✅Approve: Clicking this will start the Processing stage, and the rate card will become Active and usable once completed.
❌Reject: Clicking this will change the card’s status to Rejected, and it will not be used.
7. Key Benefits of This Update
✅ Improved Accuracy: A formal review process prevents accidental rate changes and ensures all details are correct before a card goes live.
✅ Enhanced Control: Administrators have full oversight of all pricing structures being introduced.
✅ Zero Downtime for Merchants: The cloning process ensures a seamless transition to new rates without any service interruption for your merchants.
✅ Clear Visibility: The new statuses make it easy to track a rate card’s lifecycle from creation to activation.
We believe this update will bring more stability and reliability to our rate management system. If you have any questions, please feel free to contact our support team.
