How to Set Up Factory Roles, Captures and Approvals in AskBiz POS
This guide walks through the complete Factory Captures setup: enabling the factory sector, assigning roles to staff, submitting a capture as a floor worker, approving it as a supervisor, and reviewing the audit trail in your admin panel.
- Step 1 — Enable the factory sector and add staff
- Step 2 — Staff login and the capture dashboard
- Step 3 — Submitting a capture
- Step 4 — Supervisor approval and rejection
- Step 5 — Viewing the audit trail
Step 1 — Enable the factory sector and add staff#
Go to **Settings → Features → Sectors** in your AskBiz admin panel and toggle on **Factory**. This unlocks the factory-specific role permissions in your Staff tab. Next, go to **Settings → POS → Staff** and add your production floor staff. When assigning roles, use the permission flags to control what each person can do: - Floor workers who log **intake** events: assign `camera.intake` - Floor workers who log **output** events: assign `camera.output` - Staff who log **wastage**: assign `camera.wastage` - Staff who log **dispatch**: assign `camera.dispatch` - Supervisors who approve captures: assign `capture.approve` A single staff member can hold multiple camera permissions. Supervisors typically hold `capture.approve` plus any capture permissions relevant to their floor role.
Step 2 — Staff login and the capture dashboard#
Staff do not use email login to access the production floor interface. They go to **pos.askbiz.co** on any phone, tablet, or shared device and enter their unique **4-digit PIN**. Once logged in, the staff dashboard shows only the options their permissions allow. A floor worker with `camera.intake` and `camera.output` will see an **Intake** button and an **Output** button. A supervisor with `capture.approve` will also see the **Approvals** queue showing all pending captures for their facility. To generate a PIN for a staff member, go to their profile in **Settings → POS → Staff** and tap **Generate PIN**. The PIN can be reset at any time from the same screen.
Step 3 — Submitting a capture#
When a floor worker taps a capture button (for example, **Output**), they are walked through four steps: 1. **Photo** — tap to take a photo using the device camera, or upload an existing image from the gallery. The photo is mandatory. 2. **Type** — confirm the capture type (pre-selected based on the button they tapped, but can be changed). 3. **Notes** — an optional text field for batch reference, quantity, or any other context. 4. **Submit** — tap to send the capture to the pending queue. The capture is immediately visible to supervisors in the approvals queue. The floor worker sees a confirmation with a pending status indicator. No further action is required from them unless a supervisor rejects the capture and requests a resubmission.
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Step 4 — Supervisor approval and rejection#
Supervisors see the **Approvals** tab when they log in at pos.askbiz.co. Each pending capture shows the photo, capture type, submitting staff member, timestamp, and any notes. To **approve**: tap the capture and tap **Approve**. The capture is recorded in the audit trail immediately, tagged with the approving supervisor's ID and timestamp. To **reject**: tap the capture and tap **Reject**. A reason field appears — this is mandatory. The rejection reason is recorded in the audit trail and the submitting floor worker is notified that a resubmission is needed. Managers can view all captures regardless of approval status and can override a rejected capture if needed from the admin panel.
Step 5 — Viewing the audit trail#
Every capture submission, approval, and rejection is logged in your audit trail. To access it, go to your AskBiz admin panel at **askbiz.co/pos** and click the **Audit** tab. You can filter the audit trail by: - **Event type** (intake, output, wastage, dispatch, or approval events) - **Staff member** (by name or PIN) - **Date range** - **Status** (approved, pending, rejected) Each audit entry shows the associated photo, the full chain of events (submission → approval or rejection), and the staff members involved. The audit trail cannot be edited or deleted — it is a permanent record of your production history.
Tips for setting up approval workflows across shifts#
A few practical recommendations for running Factory Captures across multiple shifts: - **Assign at least one supervisor per shift** who holds `capture.approve`. Captures submitted during a shift should be approved before the shift closes to keep the pending queue manageable. - **Use the notes field for shift references**. Asking floor workers to include a shift code or batch number in notes makes the audit trail significantly easier to filter and analyse later. - **Review the audit trail at the start of each shift**. Managers reviewing the previous shift's captures before the new shift starts catch any rejected captures that need follow-up. - **Do not share PINs between staff members**. Each staff member's PIN uniquely identifies them in the audit trail. Shared PINs undermine the accountability the system is designed to create.
People also ask
How do I enable Factory Captures in AskBiz POS?
Go to Settings → Features → Sectors in your AskBiz admin panel and toggle on Factory. Then assign factory role permissions (camera.intake, camera.output, etc.) to your staff from the Staff tab.
How do floor workers log in to submit a factory capture?
Floor workers go to pos.askbiz.co on any device and enter their unique 4-digit PIN. No email or password is required. The capture dashboard appears immediately after login.
What happens when a supervisor rejects a capture?
The supervisor must enter a mandatory rejection reason. The rejection is logged in the audit trail and the floor worker is notified to resubmit. The rejected capture remains in the audit trail for accountability.
Where can I view the factory capture audit trail?
Go to askbiz.co/pos in your admin panel and click the Audit tab. You can filter by event type, staff member, date range, and capture status.
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Set up Factory Captures in minutes
Enable the factory sector, assign permissions to your staff, and your production floor is ready to start logging captures with photo evidence and supervisor approval. Start now in your AskBiz settings.
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