Requests

Requests

Collect promotion requests without replacing your calendar

Requests is how ministry leaders request that comms promote something—a fall retreat, Christmas Eve, baptism Sunday—without a side-channel spreadsheet. You build the form, they submit, and the team works those promotion requests in Inbox. After you mark a request Approved, you can optionally Generate campaign. Campaigns, Calendar, and Timeline stay the system of record.

Plan: Requests is Plus. It does not appear in the sidebar on Essentials.

There is no Requester role and no public form link. Everyone who submits is a signed-in church member (including Viewers).

1. Who sees what

Open Requests in the sidebar. Inside the page you’ll see tabs, not extra sidebar items.

Role Tabs What they can do
Owner, Admin, Manager Inbox, Forms Build and publish forms, assign work, change request status, generate a campaign after Approved
Editor Inbox, Forms Fill published forms. Inbox is view-only (no assign, no status change, no form builder)
Viewer Forms, Submissions Fill published forms and see their own submissions. No Inbox

Team members do not get a Submissions tab. After they submit, they land on that request. If it later needs more info, it shows up in For you on Inbox.

Multi-campus (Plus): Forms are campus-owned—there are no global forms. In the Global workspace, the team Forms tab is hidden; switch to a campus to build or edit forms. Inbox can still show This campus or All campuses.

2. Submitting a request

  1. Open Requests → Forms.
  2. Click a Published form (for example Campaign request for a VBS promo). Managers can also click View on a published row, or Preview from the builder.
  3. Fill the fields. Every form starts with a required Title—that answer becomes the name of the request in Inbox (if it’s empty, the list shows Untitled request).
  4. Multi-page forms use Continue, Back, and Submit.
  5. After Submit, you go to that request’s page. Request status starts as Submitted.

If the form has a Default assignee, that person is assigned on submit and gets an assignment notification. People on Notify on submit get an email (New request submitted) with Open Inbox—that email is not a User Settings toggle.

Draft forms are not available to fill. Managers who open one see This form is not published yet.

3. Inbox

Inbox is the team queue. Layout toggle: List or Board. Search: Search requests.

List columns: Title, Status (request), Handling (team progress), Requested by, Assigned to, Due. Click a header to sort. Requested by and Assigned to show avatar + name. Due is the handling due date (overdue styling when past); if there’s no due date, last activity shows instead.

Default List filters: open requests (Submitted and Needs info), assignment Mine, form All forms. Stage chips (List only): All, Submitted, Needs info, Approved, Denied, Closed. Those chips do not show counts.

Board hides the stage chips because the columns are the request statuses. Managers can drag cards to change request status. Editors cannot.

Click a row to open the peek pane (labeled Submission). While peek is open, list rows shrink to title, form name, and request status. Open updates / Close updates toggles the shared thread. Assigned rows you haven’t opened yet show a small unread dot after the title until you peek or open the full page.

Archive on a List row is list hygiene only—it does not change request or handling status. Restore from the collapsed Archived section. Board hides archived rows. Closed is a request status; Archive is not.

Filters: Assignment (Anyone, Unassigned, Mine, plus people), Form (All forms plus form titles), campus helper when multi-campus is on, and search.

4. Request status and handling progress

These are two separate tracks. Changing one does not automatically change the other—except Denied and Closed, which also set handling to Complete. Approved does not complete handling and does not create a campaign.

Request status (labeled Request on the submission; the submitter can see this):

Status Meaning
Submitted New request, waiting on the team
Needs info You asked the submitter for more
Approved The request is accepted. Optional next step: Generate campaign
Denied The request is not moving forward
Closed Finished as a request

Handling progress (team only; same labels as assignments): Received, In Progress, On Hold, Complete. Submitters do not see handling.

Who can change request status: Owners, Admins, and Managers only. Changing status on an unassigned request does not assign it to you. Ownership changes only through Assign / Reassign.

Needs info

Status flips immediately, then a note modal: What information is needed? Placeholder What do you still need? Buttons Skip / Send. The submitter is notified (in-app and email, preference Status of your request). Send includes your note; Skip still notifies without a new reason.

The submitter (or a manager) can Edit answers from the amber banner on the request, then Resubmit. That returns request status to Submitted and posts Answers updated in Updates. Leaving while answers are unsaved prompts Stay / Leave.

Denied

Modal: Why is this denied? Field Denial reason. Skip / Add. The request stays Denied either way. Handling is set to Complete. The reason (if you add one) shows in Updates and on the notification.

Approved and Closed

No reason modal. Closed also completes handling.

5. Assigning a request

Use the Assignment control on the submission (avatar, progress, due). It opens the same handling modal as campaign work: person, Progress, Due, and team Comments.

Assignees are team seats only (Owner, Admin, Manager, Editor—not Viewers). Unassigned requests stay in Inbox; they do not appear on Assignments until someone owns them.

A Default assignee on the form applies on submit only. Later assignment is always explicit.

6. Updates vs Comments

Requests have two conversation rooms:

Room Who sees it Where
Updates Submitter and the team Submission page / peek
Comments Team only Handling modal. Hint: Not visible to the submitter.

Updates always starts with a Form submitted system event. Status changes, answer edits, and optional Needs info / Denied notes also post here. Team members Add an update; submitters Reply. @mentions only notify people who can open that room—mentioning someone on team Comments does not notify the submitter.

7. Generate campaign

Shown only when the request is Approved, nothing is linked yet, and you can manage requests and create campaigns.

  1. Click Generate campaign (same + New control style as other create buttons). Tooltip: Creates a draft campaign you can edit before scheduling.
  2. Review Maps to campaign (linked field answers) and Stays on request (form-only answers).
  3. Optionally pick a Template (No template, plus This category, Legacy templates, Smart templates).
  4. Confirm Generate draft campaign? → Create. Toast: Draft campaign created.

The new campaign is a draft you edit before scheduling. Mapped answers can include title, category, event details, dates, copy, images, and links—only fields you Linked on the form (plus sensible fallbacks for title and dates). Category falls back to Uncategorized when needed.

Once linked, Generate campaign becomes a campaign pill with Open campaign. The campaign page shows a From request chip back to the request. Submitters who can view campaigns can open the linked campaign; they never see Generate campaign.

Deleting a request keeps a linked campaign. Confirm copy: A linked campaign (if any) is kept.

8. For you

Under the Requests heading, For you lists requests waiting on you:

  • Assigned to you, handling still Received — caption Assigned to you
  • Your own requests in Needs info — caption Needs info

Opening a card clears its new-dot; the card stays until you start handling or send more info. The strip fades when empty. Unread comments are dots on the row, not For you cards.

The sidebar Requests icon shows a ping when that For you set is new since your last visit to Requests.

9. My Submissions (Viewers)

Viewers (and anyone on the Submissions route) see My submissions: List / Board, search Search requests. Columns: Title, Status, Submitted. Board is read-only history—you cannot drag to change status.

For you here shows requests that Need info. Mark done / Restore tucks your own finished rows under Done.

Empty state: No submissions yet with Browse forms.

10. Notifications

Event Who Where
New submission Notify on submit list Email only (not a Settings toggle)
Assigned to a request The assignee (not if they assigned themselves) In-app + email — Assignments on requests
Request status changes The submitter (never the person who changed it) In-app + email — Status of your request
@mentions People who can open that room Mentions in comments

Needs info and Denied wait for the note modal so the reason can ride along. Skip or closing the modal still notifies.

Preferences: User Settings → Notifications → Requests.

Additional resources

Last updated: 2026-09-20