How do I add items as pending instead of inactive?

This guide shows you how to allow users with limited permissions to add new items to your Price Book without making them live right away. These items will be marked as Pending until a manager or admin approves them.

VIDEO TUTORIAL

Set Up Permissions

1. Go to Settings in the left menu and click Users.
2. In the top right, click the Roles tab.
3. Type a name for the new role, click Add, then click Manage next to that role.
4. In the list of permissions, turn on the option Add Pending Items.
5. Close the permissions window and return to the Users tab.

Assign the Role to a User

1. Add a new user, or click an existing one.
2. Fill in the user’s Email ID, Name, and any other required details.
3. In the User Roles section, choose the role you just created and click Add.

Add an Item as Pending

1. Log in as the user with limited permissions.
2. Go to Price Book, hover over Items, and click Items.
3. Click the plus (+) icon in the top left to add a new item.
4. Enter all the item details as you normally would.
5. Look to the right side — you’ll see a Pending icon, showing the item will not go live yet.
6. Click Save. The item is now marked as Pending.

View Pending Items

1. In the top right corner, open the Active dropdown menu.
2. Select Pending to see all items waiting for approval.
3. The Pending status will be greyed out — this means the limited user cannot activate the item.

Approve Pending Items

1. Log out and sign back in as a user with Admin permissions.
2. Go to Price Book, hover over Items, and click Items.
3. In the top right, open the Active dropdown menu and select Pending.
4. Find the item you want to activate and click the Pending status to switch it to Active.
5. The item is now live in your Price Book and ready to sync with your POS.