Understanding Order Review in BakeSmart

Order Review is an optional safeguard that requires a staff member to review incoming orders before they are considered handled. When it is turned on, qualifying orders arrive flagged as **Needs Review** and stay flagged until someone with review permission clears them.

Overview

Order Review is an optional safeguard that requires a staff member to review incoming orders before they are considered handled. When it is turned on, qualifying orders arrive flagged as Needs Review and stay flagged until someone with review permission clears them.

What This Feature Is

Order Review gives your bakery a checkpoint on new orders. Instead of trusting that every order is correct the moment it comes in, you can require that a manager (or another staff member with review permission) looks each one over and marks it reviewed.

You choose which kinds of orders require review — for example, only orders from your online store, or only wholesale orders. Orders that need review are highlighted in your orders list so they are easy to spot, and any staff member can clear the flag with a manager's approval.

This feature is for staff only. Customers never see it.

How It Works

Turning It On

Order Review is set up by an Owner or Admin in Settings → Order Management → General, in the Order Review section.

Check Require staff to review incoming orders.
Under Which order types require review?, choose the order types that should be flagged. You can pick any combination of:
Online store (ecommerce) — orders customers place themselves online
Staff-entered (app) — orders your staff create in the app, including future orders started from a POS station's browser
Inquiry — orders that came from a custom order inquiry/quote
Recurring — orders generated from a recurring schedule
Wholesale — wholesale account orders
Save your settings.

Walk-in point-of-sale (POS) sales are never flagged for review — Order Review is meant for orders with a future fulfillment date, not completed counter sales.

Which Orders Get Flagged

Once Order Review is on, an order is flagged Needs Review when all of the following are true:

The order's type is one you selected in settings.
The order has not been reviewed yet.
The order has been placed, or it is currently a quote (see Quotes and Order Review below).

Only New Orders Are Affected

Turning Order Review on does not flag your existing orders. Only orders placed (or quotes created) after you enable the feature can be flagged. Anything already on your books at the moment you turn it on is left alone.

Spotting Orders That Need Review

Flagged orders stand out in your orders list:

An amber Needs Review chip appears on the order.
The order's row is highlighted amber, with an amber bar down the left edge and bold text.
A Needs Review filter lets you show only the orders that need attention. It works alongside your Wholesale and Retail filters, so you can combine them.

Reviewing an Order

Open a flagged order and select Mark Reviewed.

If you have review permission, the order is marked reviewed immediately.
If you do not, a manager override prompt appears asking a manager with review permission to approve. The manager enters their PIN to clear the flag.

After an order is reviewed, it shows a line such as "Reviewed by [name] on [date]", and the review is recorded in the order's history. See How to Review Flagged Orders for the step-by-step workflow.

Re-Review After Changes

Reviewing an order confirms it as it stands at that moment. If someone later makes a material change to a reviewed order, the Needs Review flag comes back automatically so the change gets a fresh look. Changes that trigger re-review include:

The fulfillment date
The fulfillment method (for example, switching from pickup to delivery)
The delivery address or delivery time window
The customer on the order
The products on the order (adding, editing, or removing line items)
Any change to the order's money totals — subtotal, total, tax, or discount

Each time this happens, the order's history notes that it was edited after review and needs to be reviewed again.

Minor housekeeping does not un-review an order. In particular, simply placing an order that was already reviewed as a quote does not clear its review.

Quotes and Order Review

A quote is an unplaced estimate — for example, a price you have prepared for a custom order inquiry that the customer has not yet placed. When Order Review is on, a quote can be flagged Needs Review even before it is placed, and it appears in the Needs Review filter alongside placed orders. This lets you review the numbers before the order ever becomes final.

What's Supported Today

Turning Order Review on or off for your bakery
Choosing which order types require review (online store, staff-entered, inquiry, recurring, wholesale)
A Needs Review chip and row highlight in the orders list
A Needs Review list filter that combines with your other filters
Mark Reviewed with a manager-PIN override for staff who lack review permission
A "Reviewed by … on …" record and an order-history entry
Automatic re-flagging when a reviewed order is materially changed
Flagging quotes for review before they are placed

Limits, Rules, or Constraints

Only Owners and Admins can change the Order Review settings. Choosing whether the feature is on and which order types require review is done in Settings and requires the appropriate permission.
Review permission is limited. Only FOH Managers, BOH Managers, and Owners/Admins can clear a review on their own. Cashiers, Order Takers, Shift Leads, and Wholesale Order Takers can still mark an order reviewed, but a manager must approve it with their PIN.
Walk-in POS sales are never flagged. Order Review applies to orders with a future fulfillment, not completed counter sales.
Existing orders are never flagged retroactively. Only orders placed (or quotes created) after you enable the feature are eligible.
Material edits re-open review. Expect a reviewed order to return to Needs Review if its date, fulfillment, customer, items, or totals change.

Common Questions

Will turning this on flag all of my current orders?
No. Only orders placed — or quotes created — after you enable Order Review can be flagged. Everything already on your books stays as it is.

Can any staff member clear a review?
Yes, but only with the right approval. Managers and Admins can mark an order reviewed directly. Other staff can still use Mark Reviewed, but a manager with review permission must enter their PIN to approve it.

Why did an order I already reviewed come back as Needs Review?
Because something material changed — the fulfillment date or method, the delivery details, the customer, the products, or a money total. The flag returns so the change gets a second look, and the order history notes that it was edited after review.

Do customers know an order is being reviewed?
No. Order Review is entirely internal. Nothing about it is shown to customers, and it does not change how or when the order is fulfilled.

Why aren't my POS counter sales showing up for review?
Walk-in POS sales are intentionally excluded. Order Review is designed for orders with a future fulfillment date. Future orders started from a POS station's browser are treated as staff-entered (app) orders and can be flagged if you select that type.

Keywords

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