# Start here: Owner

Set up people, stations, physical activation and the site’s administrative controls.

Source: https://help.smartfact.ai/manuals/refillflow/owner

Review edition: 25 October 2026

Roles: owner

Owners set up RefillFlow and keep the site running. Ownership alone gives no refill command, urgency approval, stores-board work or supervisor decision. Give an administrator the additional role actually needed if they also work operationally.

## Prepare the organisation and site

Sign in through [Accounts](/manuals/accounts/sign-in) and choose the intended organisation. Use **Setup checklist** to follow current readiness. Assign local roles and pair browsers in **Team & stations**. Central product grants and identity remain in [Accounts](/manuals/accounts/manage-access).

RefillFlow has a separate **stores** role. Operators request and receive at the floor station. Stores staff accept, pick and dispatch within their current queues. Supervisors handle exceptions. Authors draft reference data; reviewers decide what production uses. A supervisor still needs operator to scan a floor receipt and stores to accept, pick or dispatch.

## Make setup physically truthful

Arrange the working calendar, queue membership, printers, cards and scanner checks. Authors prepare items, receiving locations, stores queues, loops and containers. On **Stores queues**, choose **Enable [queue code]** for the queues intended to receive requests before the release candidate is proved. The default queue must be enabled before reviewer release.

After the reviewer releases the appropriate configuration and rules, use **Physical activation** to enable the loop and record each container's observed condition. Queue enablement and loop or container activation are separate controls, with their respective plan allowances. Opening conditions do not record an invented stock quantity.

Full or partly filled means ready for a future empty-container request. Empty means it needs refilling now. Unresolved keeps the container held until its condition is confirmed. See [setup and activation](/manuals/refillflow/setup-and-activation).

## Keep the administrative boundaries

The owner controls the distinct-reviewer setting, integrations, plan, complete export, restore reconciliation and closure. Setting self-review policy does not make an owner a reviewer. The owner has the complete export exception, but does not gain operational History, Reports or the Stores board through ownership alone.

Before reopening after restore, reconcile each held refill, print intent and integration event. Do not resend a ticket because its record is absent from restored data. Use [recovery and closure](/manuals/refillflow/recovery-and-closure) and preserve unresolved work for the responsible operator, stores person or supervisor.

## Use the administrative task guides

Follow [people, queues and stations](/manuals/refillflow/team-and-stations) before a floor or stores handover, and [integrations and delivery](/manuals/refillflow/integrations-and-delivery) for read credentials, destinations, secrets and replay decisions. Use [tickets and cards](/manuals/refillflow/tickets-and-cards) for the queue's actual printing qualification sequence.

In **Health**, read current installation checks and **Work that needs a person at this site**. The owner can choose the offered diagnostic history scope and **Download the diagnostic**. It downloads counts, working status and version for a support handover; RefillFlow sends it nowhere. A diagnostic or working status does not establish the physical outcome of a refill or print.