Approval Settings: choose which changes need an OK
Set, shop by shop, which StoreFleet changes apply at once and which wait for approval, which always need an Admin, and how this covers the app and AI.
On this page
Changes you make in the Dashboard reach your live shop either at once or after someone approves them. Approval Settings decides which, for each kind of change and each shop.
Open Approval Settings
- In the sidebar, open Integrations → Approval Settings.
- Pick the shop in the header. Settings are per shop, so a busy shop can be stricter than a test shop.
Set the level for a kind of change
- Find the change in the Change column, for example a stock change or a price change.
- In Approval level, choose:
- Auto: the change is applied as soon as you save it.
- Approval required: the change waits on the Approvals page until someone approves it.
- Admin only: the change waits on the Approvals page until a member with the Admin role approves it.
Changes that are always Admin only
Some kinds of change show a lock: Always needs an Admin’s approval — this can’t be relaxed. You cannot set them to Auto or Approval required. They are:
- Refunds, including refunding line items
- Cancelling an order
- Capturing a payment and marking an order as paid
- Editing an order’s line items
- Completing a draft order
- Creating a gift card, crediting or debiting a gift card, and deactivating a gift card
- Customer store credit
- Merging customers
- Updating store policies
- Publishing a theme
- Creating or updating markets and their regions
- Shipping profile changes, such as zones and rates
- Activating or deactivating a location
- Deleting products and collections
Who can approve
- Approval required: a member with the Admin or Manager role.
- Admin only: a member with the Admin role only. A Manager cannot approve these.
Members with the Staff role cannot approve. See Roles and screen access.
Changes made in Multi-Store Sync
The screen notes: These settings apply to people in the Dashboard and to AI agents. Kinds set to “Admin only” also wait for an Admin when done from Multi-Store Sync.
In StoreFleet: Inventory Sync, the app inside your Shopify admin, an Admin only action, for example a refund, is sent to Approvals in the Dashboard. You see Sent for approval. An Admin approves it in StoreFleet Dashboard → Approvals. This applies once the workspace has at least one Admin. If nobody in the workspace uses the Dashboard yet, so there is no Admin, Multi-Store Sync writes these actions to Shopify right away, as before.
Other changes saved in Multi-Store Sync, for example a stock change or a discount, go straight to the shop. Multi-Store Sync has no Approval Settings screen.
Changes made by AI agents
AI agents follow these settings exactly like a person, whether you connect your own AI tool through MCP or use StoreFleet Agent. A change that needs approval comes back to the agent as awaiting approval, and nothing is written until a person approves it on the Approvals page. So a refund, cancellation or payment capture an AI asks for always waits for an Admin. See What AI agents can and cannot do.