Approval requests: for managers and administrators

Approval requests let requesters ask for access they don't have yet, directly from the activity or content they want to use. Requests come to you in one queue. You can approve or deny each one without searching for the right person or changing permissions one at a time.

Right now, the only type of approval request is for permissions. You can expect more approval request types in the future.

1. Someone in your organization finds a locked activity and selects Request access.

2. The Access request window shows the permission they can request, what will happen if it's approved, and what they'll be able to do.

3. They can add an optional reason of up to 500 characters, then select Submit request.

4. The button changes to Requested, and it stays disabled on other activities that need the same permission.

5. All Org Managers will receive an email and an in-platform notification for the request.

6. An Org Manager can approve or deny the request.

   1. If approved: the requester receives an email and an in-platform notification with your decision and is immediately granted the permission.

   2. If denied, you will provide a reason for denying that is logged with the permission request and is shared with the requester.

You need the Org Manager permission to view and decide requests.

You can easily get to Approval requests through your notification, whether from the email or the in-platform notification.

Otherwise, you can navigate via Manage > Platform Settings > Approval requests

Use the Status filter to choose between All, Pending, Approved and Denied.

• Pending: the request is waiting for a decision.

• Approved: the permission has been granted.

• Denied: the request has been declined.

1. Select View details on the request you want to review.

2. The panel shows the requester, the permission, its consequences, its source, and the reason they gave, if any.

3. If the request is pending, you can select Approve to grant the permission, or Deny to decline it.

4. If the request is approved, you can see who approved the request.

5. If the request is denied, you can see who denied the request and their justification.

Lists every request with the requester, the permission type, the status, the date created, and a View details action. Use the Status filter to show pending, approved, or denied requests.

Shows the permission requested, its consequences, the source, the requester, and their reason for request. Use Approve or Deny to decide.

• Pending: the request is waiting for a decision.

• Approved: the permission has been granted.

• Denied: the request has been declined.

If another Org Manager decides the same request first, you'll see an "already decided" message. The first decision stands, and no action is needed.

A request from a person who has left the organization still appears in the table, but you can't approve or deny it. It's available for reference only.

Change the Status filter to All or Approved or Denied to audit earlier requests. The details panel shows who reviewed the request and the reason given for the decision.

• Approval applies organization-wide. An approved permission applies everywhere it's relevant in your organization, not just to the activity the requester clicked on.

• Denials need a reason. Enter a clear reason, because the requester sees the outcome.

• Pending requests stay in the queue until an Org Manager decides them.

Each request asks for a specific permission.

For example, a Crisis Sim exercise creator can take a scenario and assign it, and a Crisis Sim scenario creator can also use the AI Crisis Sim builder, but we provide the Manager permission as it can do both of those things and can also create any teams it needs to assign the scenario to.

If you want strict least-privilege access control, you can deny the request and follow up to assign a more specialized permission instead.

For more on which permission to choose, see Immersive permissions and roles.

Can someone outside my organization see or act on our requests?
No. Cross-organization access is blocked.

What if two Org Managers decide the same request at the same time?
The first decision applies. The second Org Manager sees an "already decided" message.

What if a requester leaves the organization before I decide?
Their request still appears in the table, but you can't approve or deny it.

Can someone request more than one permission at a time?
Each request covers one permission. A requester can send a separate request for each permission they need.

Which Org Managers receive requests?
Every Org Manager in your organization receives an email and an in-platform notification when a request is submitted. The Manager role can't approve requests, because approval requires administration rights.

I have a lot of Org Managers. Can I control which of them receives these requests?
Not today, but our permission strategy has been evolving.

Historically, Org Managers were the primary management permission, so some organizations have a lot of them. We now have the Manager permission, which can handle many assignment, team, and content creation activities without the administration rights of an Org Manager. We also have more specialist permissions for certain modules or capabilities.

We recommend reserving the Org Manager permission for those who really need it, and considering reducing how many Org Managers you have.

For a full breakdown, see Immersive permissions and roles.