Approvals: Your Review Queues

Everything VMXpert and its agents want to do to your data comes to you first. There are two queues, and they hold different kinds of requests. Find them on the Approvals page (Admin → Toolbox → VMXpert → Approvals — the card shows how many items are waiting), or at the top of the Agents page.

📥 Proposed data changes

Every proposed change to your POS data lands here — whether it came from an agent's scheduled run or from a chat conversation. Each item shows:

• Where it came from (Agent · name, or Chat) and whose it is — filter by source or by owner
• When it was proposed
• A before/after preview of exactly what would change
• The agent's own summary of why

Approve applies the change through the normal audit trail — the change log, permission checks, and website sync all fire exactly as if the owner had made the change by hand. Reject discards it; nothing happens.

Chat proposals don't vanish

If someone starts a change in chat and never clicks Confirm, the proposal doesn't disappear — it waits here until someone approves or rejects it.

🛠️ Tool requests — actions awaiting an OK

When a capability is set to Approve on the Managing AI Access page (say, sending outside email, or database lookups for a particular person), each use becomes a request in this second queue. Every request leads with what's being asked in plain terms — the capability, the action, and the key details — with the full technical detail available behind a disclosure if you want it. Approve lets that one action run; Deny stops it.

Where else approvals appear

• In chat — the person chatting sees the same requests inline: a "Review before applying" card for data changes, an "Approval required" card for gated actions. Chat and the admin queues are two views of the same thing.
• The ✋ waiting chip — if anything is still waiting on your approval, the chat header shows a "✋ N waiting" chip. Click it for the Waiting on you list; clicking an item reopens the conversation that asked, where the normal Approve/Deny card is ready to act on. Nothing you were asked to approve can get lost — even if you closed the chat before the card appeared.
• On each agent's dashboard — its own pending proposals, so you can review one agent's work in context.
• Resolved items stay visible in the agent's Activity feed with their outcome.

The rules that hold it all together

1. Nothing is applied without a person's OK. Agents and routines cannot write data on their own — they can only propose.
2. Approving acts as the owner. A change is applied with the owner's permissions and identity, exactly as if they'd made it themselves — so someone's agent can never do what they themselves couldn't.
3. There's no undo. The review is the safety step — read the before/after preview before approving.