Understanding Approval Workflows

Rivio B2B Registration Forms helps you manage customer and wholesale applications from submission to final decision. The approval workflow gives you a simple way to review applications, decide whether to approve or reject them, and keep track of each application's status.

How the Approval Workflow Works

The basic workflow is:

 Customer Submits Application → Application Is Pending → Review Application → Approve or Reject → Status Is Updated 

This process helps you review applicants before giving them access to your wholesale or B2B program.

Step 1: Customer Submits an Application

A customer visits the page where your registration form is displayed and fills in the required information.

Depending on your form, the customer may provide:

• Business details
• Contact information
• Tax ID / VAT number
• Business address
• Website
• Resale certificate or business license
• Estimated purchase volume
• Additional information
• Supporting documents

After submitting the form, the application is added to the Submissions section.

Step 2: Application Starts as Pending

New applications are initially marked as Pending.

A pending application means it has been received but has not yet been reviewed or approved.

You can open the application to view all the information submitted by the applicant.

Step 3: Review the Application

Open the pending submission to review the applicant's information.

You can check details such as:

• Business information
• Primary contact details
• Tax information
• Business documents
• Purchase volume
• Applicant responses
• Uploaded files

Review the information carefully before making a decision.

Step 4: Add an Internal Note

If you need to record additional information about an application, you can add an Internal Note.

Internal notes can be useful for:

• Recording your review comments
• Sharing information with your team
• Noting why you approved or rejected an applicant
• Keeping track of follow-up actions

These notes are for internal use and help keep your review process organized.

Step 5: Approve the Application

If the applicant meets your requirements, click Approve.

You can optionally add an internal note before approving the application.

Once approved, the submission status changes to Approved.

Depending on your app configuration and form setup, approval can also support B2B-related actions such as customer tagging or creating a B2B company.

Step 6: Reject the Application

If the applicant does not meet your requirements, you can reject the application.

Before rejecting, you can enter a reason in the Reason (sent to applicant) field. This allows you to provide an explanation to the applicant.

Click Reject to complete the process.

The application status will then change to Rejected.

Step 7: Mark Unwanted Applications as Spam

If an application appears to be irrelevant, suspicious, or unwanted, you can use Mark as spam.

This helps keep genuine customer applications separate from unwanted submissions.

Understanding Application Statuses

Example Approval Workflow

Imagine a retailer wants to become a wholesale customer.

1. The retailer completes your wholesale registration form.
2. The application appears under Submissions with a Pending status.
3. You open the application and review the business information.
4. You check the uploaded resale certificate.
5. You add an internal note about your review.
6. The information meets your requirements, so you click Approve.
7. The application status changes to Approved.

This gives you a clear and organized process for managing wholesale applications.

Best Practices for Managing Approvals

To make your approval process easier:

• Review applications regularly.
• Check required business information before approving.
• Verify supporting documents when necessary.
• Use internal notes to keep your team informed.
• Provide a clear reason when rejecting an application.
• Use the correct status for each submission.
• Keep your registration form focused on the information you actually need.

Tip: A clear approval workflow helps you review applications consistently and ensures that only suitable customers are accepted into your B2B or wholesale program.