0/6 Approved
Design Approval Hub — SOP
1 of 9 — Understanding Batch Types
Getting Started
Understanding Batch Types
Every session begins by selecting the correct batch card. This tells the system which product run you're reviewing and sets the minimum order count required.
TemporaryInked — Design Approval Hub
Batch S/M
Small & Medium
10 × 10 cm
6×
Batch LG
Large
15 × 15 cm
2×
Batch XL
Extra Large
18 × 25 cm
1×
Normal
Normal Tattoos
Unpublished
6×
The three batch types
  • S/M Small & Medium · 10 × 10 cm
    Minimum 6 orders before sending to supplier.
  • LG Large · 15 × 15 cm
    Minimum 2 orders before sending to supplier.
  • XL Extra Large · 18 × 25 cm
    Minimum 1 order — can be sent solo to supplier.
  • Always confirm the batch type against your physical production sheet before approving anything.
Tips
  • Click the card that matches the physical run in front of you. The active card glows with a pulsing dot.
  • Switching batches saves your current session automatically — no work is lost.
  • Each batch keeps its own separate order tabs, dates, and progress tracking.
  • You can add or delete order tabs, but you cannot go below the batch minimum (6 / 2 / 1).
Navigation
Calendar & Date Selection
Each batch keeps its own session per date. The calendar lets you switch between days within a 14-day rolling window — sessions outside this window are automatically removed.
Calendar — 14-Day Rolling Window
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How it works
The gold date pill at the top shows the currently selected day. Click it to open the full calendar. Use ‹ › to navigate months, then click any date within the 14-day window. Dates with a blue dot have saved sessions. Today is always highlighted in gold. The scrolling day-strip on the left is the fastest way to move between recent days.
14-day auto-cleanup
  • Sessions older than 14 days are automatically deleted — this keeps the system clean.
  • The calendar only allows navigation within the 14-day window. Days outside are greyed out and unclickable.
  • To access older data, use the Daily Report page while it's still within the window.
  • Each batch type has its own independent calendar. S/M and LG track completely separately.
Orders
Managing Order Tabs
Each tab represents one customer order in the batch. On load, today's orders are automatically routed from Shopify into the correct batch tabs based on product size. You can also manually add or remove tabs — but never below the batch minimum.
Order Tabs — S/M Batch · 12 Mar 2026
#10023 ✓
#10024
#10025
Order 4
Order 5
Order 6
+
Customer Order
Order: #10024
Size: Medium
10 × 10 cm
🌺
Front Design
🌹
v1.0
✓ Approved
Back Design
Awaiting…
Pending
Tab status colours
  • Grey dot — Pending. No order number entered yet.
  • Gold dot — In progress. One side approved, one pending or rejected.
  • Green + strikethrough — Fully approved. Both front and back confirmed.
  • Red dot — Rejected. At least one side needs revision.
Auto-routing & validation
  • Automatic order routing — When the dashboard loads, today's orders are automatically fetched from Shopify and routed into the correct batch (S/M, L, or XL) based on the Shopify product ID.
  • Duplicate prevention — The same order number cannot exist in two tabs across any batch or date. If you try, an error shows which batch and date already has it.
  • Batch type validation — Orders are enforced to be in the correct batch. A Small/Medium product cannot be placed in the Large batch, for example.
  • Add extra tabs using + (up to 12). Remove with ✕ but not below the minimum (6 / 2 / 1).
Orders
Customer Order Panel — Auto-Filled Details
The left panel holds all customer context. When you enter a Shopify order number, Order Date, Customer Name, Customer Email, Size Ordered, and Additional Notes are all automatically pulled from Shopify — no manual entry needed. The panel is scrollable on desktop so you can access everything including notes at the bottom.
Customer Order Panel — Auto-Filled from Shopify
Order Number
#TATS-15409 ✎ Edit   ✕ Clear
Order Date
2026-03-15
Customer Name
Jane Smith
Customer Email 📋
jane@example.com
Size Ordered
Small Custom Order
Auto-filled from Shopify:

Customer's design note from Shopify order is automatically loaded here. You can also manually add notes from CX emails using the Save Note and ✕ Clear buttons below the textarea.
Auto-filled fields (read-only)
  • Order Number — Enter the Shopify order number (numbers only). Press Enter or click the arrow to submit. The system fetches all customer details from Shopify automatically.
  • Order Date, Customer Name, Email, Size Ordered — These fields are auto-populated and non-editable. They display "Empty" if no data is available in Shopify.
  • Copy Email — Click the small 📋 button next to the email field to copy it to your clipboard instantly.
  • Size Ordered — Automatically determined from the Shopify product ID (e.g. "Small Custom Order", "Large Custom Order", "XL Custom Order").
Order management buttons
  • ✎ Edit — Re-opens the order number input if you need to change it.
  • ✕ Clear — Clears the order number and resets everything: customer details, design previews, approval statuses, revision notes, tattoo name, additional notes, and the reference image. Requires confirmation.
  • Additional Notes — Scroll down in the left panel to find the notes textarea. Use ✓ Save Note to explicitly save, or ✕ Clear to reset notes (no confirmation needed).
  • Reference Image — Upload the customer's inspiration photo. Click and drag to pan, scroll to zoom, hit FIT to reset.
Design Review
Uploading Front & Back Design Files
Upload the design files for both sides before making any approval decision. The front design preview is shown mirrored — this is intentional, as it represents how the temporary tattoo transfers onto skin.
Design Preview Cards — Centre Panel
Front Designv1.0 · MIRRORED
0
2
4
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🌹
Back Designv2.1
Drop file or click to upload
Front vs Back — key difference
  • Front Design — shown mirrored / flipped. Temporary tattoos transfer in reverse. The design file must be flipped so the final result reads correctly on skin. This is intentional — do not flag it as an error.
  • Back Design — shown with backing paper. Displays the backing sheet visual. What you see represents how the physical back of the tattoo will look.
  • Upload both PNG/JPG files by dragging directly onto each card, or clicking the drop zone to browse.
Tips
  • The ruler grid appears once a file is uploaded — use it to verify physical print sizing is correct.
  • Pan by clicking and dragging inside the canvas; scroll wheel to zoom in/out.
  • Zoom into detail areas — small imperfections are much easier to spot at 3–4× zoom.
  • "IS THIS IMAGE FLIPPED?" — A reminder text appears on the front design preview after uploading. This is a visual cue to verify the front file is correctly mirrored for tattoo transfer.
Design Review
Approving or Rejecting Designs
The Admin approves or rejects each design side individually using a PIN. Rejections include a feedback thread. The VA reads the Admin's notes and re-uploads revised files accordingly.
Approval & Rejection Panel — Right Column
✓ FRONT APPROVED
✕ BACK REJECTED
✓ Approve Both Designs
↺ Reset This Order
✕ Rejection Thread — Back Design
Alignment is off by ~3mm on left edge — please re-centre before next version.
Also check the opacity on the text layer — it's reading too light at this size.
Type rejection note…
Revision Notes Thread
Admin
Can you check the stroke weight matches the brief? I flagged this on the last run.
VA
Confirmed — stroke is now 1.2pt as per brief. Re-uploading back design now.
How approval works
  • Approve and Reject buttons require a PIN — only the Admin can approve or reject, to prevent accidental changes.
  • Approve Both Designs approves front and back in a single action — quicker for clean orders.
  • Clicking Reject opens the rejection thread for that side. Type specific, actionable feedback and press Enter to send.
  • The tab turns fully green with strikethrough only when both sides are approved.
Revision notes vs rejection thread
  • The Rejection Thread is file-specific feedback. It disappears when you approve that side.
  • The Revision Notes panel is a persistent chat thread between the Admin and the VA — use it for general discussion, version tracking, and questions.
  • The role label (Admin / VA) shows who wrote each message — always select the correct role before typing.
  • The Admin will leave comments in the Revision Notes if there are questions or sizing approval decisions.
Tattoo Names
The Tattoo Name System
Every order requires a tattoo name — this is the official product name that gets saved to the Name Library when approved. Duplicate names are blocked to prevent Shopify conflicts.
Tattoo Name — Right Panel
Tattoo Name
Hibiscus Dreams
Submit
⚠ Name already exists in library. Use a different name or check with the Admin before reusing it.
✓ Name approved — saved to the Name Library.
How the tattoo name works
  • Enter a tattoo product name in the Tattoo Name field in the right panel. Click Submit to lock it in.
  • The system instantly checks the Name Library. If the name already exists, an amber warning appears and the input locks — you cannot submit a duplicate.
  • If a name exists and you believe it's still valid, check Shopify first, then ask the Admin for guidance before proceeding.
  • When the Admin approves the design, the tattoo name is saved to the Name Library permanently. Rejections do not add to the library.
Tips
  • You can also double-check name availability directly in Shopify — search the product list before entering it here.
  • Tattoo names are case-insensitive — "hibiscus dreams" and "Hibiscus Dreams" are treated as the same name.
  • Once submitted, the name badge appears on the tab. You can still edit it by clicking the badge before approval.
  • The Name Library holds all approved names from all past sessions — including the full Shopify product catalogue.
Tools
Name Library, Find Order & Find by Email
The Name Library is a permanent database of every approved tattoo name. Find Order locates any order by number, and Find by Email searches all batches and dates by customer email address — both navigate you directly to the matching tab.
Name Library — All Approved Tattoo Names
🔍 Search names…
Import CSV
Hibiscus Dreams
Ocean Drift
Botanical Script
Midnight Vine
+ 1,952 Shopify names
FIND ORDER — Enter Shopify order number
10024
Find
Name Library
  • Access via the Name Library button in the top navigation bar.
  • Contains every approved tattoo name from all sessions, plus the full Shopify product catalogue (1,952+ names).
  • Use the search bar to check if a name is taken before entering it in an order — type any part of the name to search.
  • The same check also happens automatically in the Tattoo Name field on each order tab.
Find Order & Find by Email
  • Find Order — Located in the batch bar. Enter a Shopify order number (numbers only) and press Enter. Jumps directly to the correct batch, date, and tab — highlighted in gold.
  • Find by Email — A separate search box next to Find Order. Paste a customer's email address and press Enter. It searches all loaded sessions and Shopify data for a matching email, then navigates you there.
  • On mobile, both search options are available in the floating 🔍 search button popup — one section for order number, one for email.
  • Use these to quickly pull up a specific customer order if the Admin asks to review it, or if you need to check a previous decision.
Tracking
Daily Report & Progress Tracking
The Daily Report gives a complete summary of every approval and rejection decision made on any given day. Use it to review what was processed and track overall throughput.
Daily Report — Thu 12 Mar 2026
TemporaryInked — Design Approval Hub
Thu 12 Mar · ACST
4 / 6 Approved
Approved
19
designs approved today
Rejected
10
designs sent for revision
Approval Rate
66%
of all decisions today
What the Daily Report shows
  • Access via the Daily Report button in the top nav. Select any date from the date picker to view that day's activity.
  • Summary stats at the top: total Approved, Rejected, total processed, and approval rate %.
  • Below are two tables — approved designs and rejected designs — showing tattoo name, batch type, and time of decision.
  • Rejected designs also show the rejection note left at the time.
Tips
  • Use the date picker at the top of the Daily Report to switch between days and compare activity across sessions.
  • Export a CSV of any day's report using the ⬇ Export CSV button — useful for record keeping and supplier communication.
  • The approval rate % gives a quick signal on how the batch review session went that day.
  • Rejected designs show the rejection note left at the time — useful for tracking revision requests.
Batch S/M 6×  Small & Medium 10 × 10 cm
Batch LG 2×  Large 15 × 15 cm
Batch XL 1×  Extra Large 18 × 25 cm
Normal Normal Tattoos Unpublished Designs
Find Order
Find by Email
Refresh
Date
Loading…
✓ Saved to Cloud
⚠ Image failed to save — file may be too large
Loading data…
🔒 Confirm Delete
Enter admin password to permanently delete this name.
📦 Import Shopify CSV
Enter admin password to import a Shopify product CSV. This will replace all existing Shopify names in the Name Library.
Delete