# Match roles, queue membership and approval authority

Check required role combinations, physical setup and the distinct authentication rules for each workflow.

Source: https://help.smartfact.ai/manuals/refillflow/roles-and-actions

Review edition: 25 October 2026

Roles: owner, author, reviewer, supervisor, stores, operator, viewer

RefillFlow does not treat Supervisor as a replacement for every floor or stores role. In this reference, **or** offers alternative roles. **And** requires every named part of the combination. Current Accounts access, local assignment, site admission and the current record still govern the action.

## Configuration and release

| Task | Who | Additional conditions | Related guide |
| --- | --- | --- | --- |
| Draft items, receiving locations, queues, loops, containers or reference imports | Author | Exact codes and whole quantities; adoption does not enable containers or release changed rules. | [Reference data](/manuals/refillflow/reference-data) |
| Draft rules and expected examples, save the release draft or prove it | Author or Reviewer | Current saved content and configuration. Proof is not activation. | [Rules and releases](/manuals/refillflow/rules-and-releases) |
| Configure the working calendar | Owner or Author | Correct timezone, shifts and closures; release evidence retains the relevant calendar basis. | [Calendar and tasks](/manuals/refillflow/calendar-and-tasks) |
| Enable supplying queues | Owner | On Stores queues, with the applicable plan allowance. Enable the intended queues before proof; the release's default queue must be enabled for activation. | [Setup and activation](/manuals/refillflow/setup-and-activation) |
| Release rules or roll back | Reviewer | Recent Accounts verification. Current candidate, proof, draft and configuration must agree. Local contributor restrictions and additional Automation independent reviews apply where configured. | [Rules and releases](/manuals/refillflow/rules-and-releases) |
| Enable loops and record container opening conditions | Owner | On Physical activation after the reviewed release includes the loop. Check readiness, capacity and the actual container. | [Setup and activation](/manuals/refillflow/setup-and-activation) |
| Resolve an unresolved opening condition | Owner or Supervisor | Record the condition actually established and what was reconciled. An ordinary cycle-hold release is not this action. | [Setup and activation](/manuals/refillflow/setup-and-activation) |
| Manage queue membership, stations, printers or site review settings | Owner | Current administrative authority and the specific screen's verification checks. Membership grants no Stores role by itself. | [Owner guide](/manuals/refillflow/owner) |

An Owner doing authoring needs Author as well. A Supervisor who drafts reference data also needs Author. A Reviewer who operates on the floor needs Operator. Adding a role does not remove the independence conditions of the particular release or urgency intent.

## Floor, stores and exceptions

| Task | Who | Additional conditions | Related guide |
| --- | --- | --- | --- |
| Request a refill or record ordinary receipt at the line | Operator | Active floor-station authority and current container, cycle, ticket and location evidence appropriate to the action. Supervisor or Stores alone is insufficient. | [Request a refill](/manuals/refillflow/request-refill) |
| Approve an urgency intent | Supervisor | The approver must differ from the requester. Second-factor evidence is recorded; this approval does not impose the separate recent-verification challenge used by release. The Operator confirms the exact intent afterwards. | [Request a refill](/manuals/refillflow/request-refill) |
| Accept a cycle, pick or dispatch | Stores and current membership of its queue | Supervisor alone is insufficient. A Supervisor needs Stores as well and still needs queue membership. Dispatch records the whole unresolved selected leg. | [Accept, pick and dispatch](/manuals/refillflow/accept-pick-dispatch) |
| Record material physically returned to stores | Stores within the current queue, or Supervisor | Record only the actual returned unresolved leg quantity and reason. Supervisor is the exception role across queues. | [Holds and shortages](/manuals/refillflow/holds-and-shortages) |
| Mark, change or clear an ordinary shortage | Stores within the current queue, or Supervisor | A responsible person, reason and current follow-up where required. This changes no received quantity or target. | [Holds and shortages](/manuals/refillflow/holds-and-shortages) |
| Receive through missing-dispatch-ticket lookup | Operator and either Stores or Supervisor | Active floor station, exact container and location, selected in-transit leg and a reason of at least ten characters. Operator alone cannot use the lookup. | [Receive deliveries](/manuals/refillflow/receive-deliveries) |
| Hold a cycle, release its hold, cancel or accept short closure | Supervisor | Current state and a reason. Cancellation and short closure require no active cycle hold. Cancellation needs no receipt or unresolved material; short closure needs positive partial receipt below target and no unresolved legs. | [Holds and shortages](/manuals/refillflow/holds-and-shortages) |
| Reroute before picking or dispute a terminal cycle | Supervisor | Recorded second-factor evidence and exact current state. Rerouting needs an enabled allowed queue and no picked leg or hold. These actions do not impose card replacement's fresh-check rule. | [Routing and disputes](/manuals/refillflow/routing-and-disputes) |
| Replace a lost or damaged container card | Supervisor | Recent Accounts verification and a reason. Owner's ability to issue cards is not this replacement decision. | [Tickets and cards](/manuals/refillflow/tickets-and-cards) |

A cycle hold prevents new picking and dispatch, but authorised users can still account for material already moved. Operator is still required for floor receipt; the hold does not let a Supervisor without Operator receive it. Likewise, Supervisor permission to record a return does not grant Stores acceptance or picking.

## Reading, exports and authentication

| Task | Who | Additional conditions | Related guide |
| --- | --- | --- | --- |
| Read Stores board | Supervisor, Stores or Viewer | Stores-only visibility follows current queues. Reading a cycle gives no fulfilment permission. | [Stores guide](/manuals/refillflow/stores) |
| Read operational History and Reports | Author, Reviewer, Supervisor, Stores or Viewer | Stores-only scope remains restricted to its queues. Owner alone does not gain these operational pages. | [History and exports](/manuals/refillflow/history-and-exports) |
| Prepare filtered operational export | Supervisor, Stores or Viewer | Stores scope is limited to current queues. | [History and exports](/manuals/refillflow/history-and-exports) |
| Prepare complete site export | Owner or Supervisor | Recent verification. This Owner exception does not grant Stores board or floor actions. | [History and exports](/manuals/refillflow/history-and-exports) |
| Perform administrative restore review or closure | Owner | Current verification and the exact outstanding-work/recovery checks; individual refill actions and unresolved original outcomes remain separate. | [Recovery and closure](/manuals/refillflow/recovery-and-closure) |

Recent verification is an extra freshness check, not a synonym for holding an elevated role. Release, rollback, card replacement and protected administrative workflows have their named checks. Urgency approval records second-factor evidence without inheriting release's fresh challenge. Ordinary hold and shortage actions must not be described as if each requires a new five-minute challenge.

When a response is unconfirmed, keep the current page and use [Check the outcome](/manuals/refillflow/uncertain-results) for the retained command. The pending command is not an offline queue and is not recovered simply by signing another person into a new browser.