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Purpose: Ensure appropriate use of reward budgets and maintain oversight of reward distribution.
⚠️ Note: You need Rewards Admin or Budget Approver permissions to access the approval queue.
Understanding Reward Approvals
What Are Pending Rewards?
Pending rewards are rewards that require review before being issued to recipients. They sit in the approval queue waiting for admin action.
Rewards require approval when:
Spending pot is configured to require approval for specific reward types
Issuing the reward would exceed the pot spender's budget
Issuing the reward would exceed the overall budget
Organisation is running low on available funds
Reward type has approval requirement enabled
Who Can Approve Rewards?
Users with approval permissions:
Rewards Admins (can approve all rewards)
Budget Approvers (assigned to specific budgets)
Users designated as approvers in budget settings
For setting up approvers, see Creating a Budget.
Accessing the Approval Queue
Navigation Path
Go to Manage Organisation
Click Rewards
Select Approval Queue
Approval Queue Direct link: https://my.mo.work/manage/rewards/approvals
Approval Queue Dashboard
The approval queue shows:
Funds Remaining:
Total available funds across organisation
Helps assess budget status
Informs approval decisions
On Hold:
Number of rewards currently on hold
These won't be issued with "Issue All" button
Require individual review and action
Ready to Issue:
Number of rewards awaiting review
Pending approval or decline decisions
Should be reviewed promptly
Reviewing Pending Rewards
Information Displayed
For each pending reward, you can see
Reward Details
Recipient name
Sender name
Reward type and value
Associated Moment content
Budget and spending pot involved
Date submitted
Use this information to:
Verify appropriateness of recognition
Check budget availability
Assess sender's judgement
Ensure proper use of reward types
Decision Options
For each pending reward, you have three actions available:
1. Approve 2. Decline 3. On Hold
Approving Rewards
When to Approve
Approve rewards when:
Recognition is appropriate and deserved
Budget is available
Reward type matches the achievement
Sender used good judgement
Message content is suitable
No policy concerns
How to Approve a Reward
Review the reward details thoroughly
Click "Approve" button next to the reward
Reward is immediately issued to the recipient
Recipient receives notification of their reward
Store credit or points added to recipient's balance
Moment posts publicly or privately as configured
What Happens After Approval
Immediate effects:
Reward removed from approval queue
Recipient notified via email and in-app
Moment becomes visible in feeds (if public)
Budget amount deducted
Sender sees Moment is posted
No notification to sender: Sender is not explicitly told their reward was approved - they simply see the Moment post successfully.
Bulk Approval
"Issue All" Button:
Approves all rewards currently showing as "Ready to issue"
Does NOT include rewards "On Hold"
Use when comfortable approving all pending rewards at once
Saves time for routine approvals
When to use bulk approval:
All pending rewards are appropriate
Budget is sufficient for all
Regular routine approvals
High trust in pot spenders
When NOT to use bulk approval:
Some rewards need individual review
Budget concerns
Training new pot spenders
Any rewards require investigation
Declining Rewards
When to Decline
Decline rewards when:
Insufficient budget remaining
Recognition is inappropriate
Reward type misused
Policy violation
Duplicate reward
Investigation reveals issues
How to Decline a Reward
Review the reward details carefully
Click "Declined" button next to the reward
Reward is not issued to recipient
Reward removed from approval queue
Budget not deducted
Moment does not post
Critical: Communication Required
Important: Declining a reward does NOT automatically notify the sender.
You must communicate manually:
Contact the sender directly (email, message, or in person)
Explain why the reward was declined
Provide guidance for future reward decisions
Offer alternative if appropriate
Why this matters:
Sender doesn't know reward wasn't issued
Prevents confusion and frustration
Provides learning opportunity
Maintains programme credibility
Ensures clear communication
Putting Rewards On Hold
When to Use On Hold
Put rewards on hold when:
Need more information before deciding
Require input from others
Budget status unclear
Investigating policy questions
Unusual or complex situation
Time needed to verify details
How to Put a Reward On Hold
Review the reward details
Click "On Hold" button next to the reward
Reward stays in queue but marked as on hold
Does not issue with "Issue All" button
Remains visible for review and action
Managing On Hold Rewards
Regular review required:
Check on hold rewards daily or weekly
Gather necessary information
Make final decision promptly
Don't leave rewards in limbo indefinitely
Resolution actions:
Approve once investigation complete
Decline if issues confirmed
Keep on hold if more time needed
Communication:
Inform sender reward is being reviewed
Set expectations for decision timeline
Update when decision is made
Related Guides:
Creating a Budget - Set up budget approvers
Creating Spending Pots - Configure approval requirements
Rewarding Colleagues in Moments - How rewards are sent