A trip is stuck showing "Needs Approval"
Symptom
A trip shows a ⚠️ Needs Approval badge and doesn't seem to move to the regular schedule.
Cause
A trip is set to Needs Approval automatically when it's a weekend trip (and weekends aren't enabled), or it breaks a rule in Settings → Trip Scheduling Rules (disallowed day for Doctor or Shopping/Errand trips, outside the transport window, or over the "needs approval" mileage threshold for those two types). This is not a bug — it's the review step working as intended. (A separate, stricter hard mileage limit, if one is set, blocks the trip from saving at all instead of leaving it stuck in Needs Approval — see Set your trip rules.)
Fix
A manager or admin needs to open the trip (click Review from the Dashboard's "Trips Needing Approval" table, or open it from the Schedule) and either:
- Click ✅ Approve, or
- Click 🚫 Decline with reason if it shouldn't run as scheduled — the trip stays pending (not cancelled) so it can be corrected and resubmitted.
See Approve or decline a trip.
Who can fix this
Managers and admins only — staff and drivers can see the badge but can't clear it.
Notes
- If a trip keeps needing approval and shouldn't, check whether your Trip Rules (allowed days, weekend toggle, transport window, mileage limit) actually match how your facility operates — see Set your trip rules.