Flexshop

Equipment requests, approvals, returns and second-hand

52 articles in 6 sectionsStart reading

Getting started

What Flexshop is, the two apps, the roles, signing in and finding your way around.

• What is Flexshop?Flexshop lets employees ask for work equipment, sends the request to the right approvers, and helps the shop order, take back and resell it.
• Sign in and choose a workspaceHow you open the admin console or the employee portal, pick a workspace when you have more than one, and switch later.
• Your role in FlexshopThe four Flexshop roles, which app each one opens, and why changing Integrations needs a second role.
• Find your way around the employee portalThe masthead with Browse, Marketplace, My requests, My assets and Approvals, the basket button and the account menu.
• Find your way around the admin consoleThe rail with WORK, SHOP and SETUP, the top bar, and the Menu button on a phone.
• Language and emailFlexshop has no language switcher of its own: the language comes from the Tenant Portal, and every notification is an email.

Administrators

For Application Administrators in the admin console: the queue, ordering, the Storefront, budgets, approval flows, returns, the marketplace and settings.

• The OverviewWhat the four tiles, Waiting on a decision, Connected systems and Budget by group tell you.
• The request queueThe Pending, Approved and Declined tabs, Only what I can decide, the filter, and what each column means.
• Decide a request in the consoleThe decision drawer: the budget card, the approval chain, your reason, and Approve or Decline.
• Decide many requests at onceTick up to 50 requests, give one reason for all of them, and approve or decline them together.
• Order an approved requestNewOrder from Webmercs places a real order; Record as ordered (by hand) only records that you ordered it yourself.
• Follow a vendor orderThe Vendor order card: its states, the tracking phases, Retry, Mark as ordered and an unknown outcome.
• The Storefront: what employees can requestThe product list, Listed and Hidden, sources, categories and Also show unlisted.
• Put a product on the shelfNewList a product from the Webmercs catalogue, from Bought before, or by hand, and choose who sees it.
• Edit a productUpdatedName, description, price, specifications, In the box, visibility and who may request it.
• The Webmercs catalogue on the StorefrontThe sync line, Refresh now, a price that moved more than 10%, and No longer orderable.
• Budgets and groupsCreate budget groups, set an annual budget or no limit, name an approver, and add members.
• The budget yearWhen spend starts again at zero, how Financial year starts works, and what counts as spent.
• Approval flowsRules read top to bottom: create, order, switch on or off and delete the rules that decide who approves.
• Test your rules with Try itAsk the tester which rule a request would hit and whether anybody can approve it.
• Who approves: roles and the Manager stepWhat each step role resolves to, how the Manager step finds one person, and the Finance step for over-budget requests.
• ReturnsDevices on their way back, It arrived and It never came, Record a return, and the eight return statuses.
• Grade a return and put it on the marketplacePick a grade, set the terms and the price, confirm the wipe, and publish with Move into the marketplace.
• Publish or recycle many returns at onceThe sage strip on Returns: Publish all to the marketplace and Send to recycling.
• The grade scaleGrades A to D, their multipliers, and how to change them with Edit scale.
• Manage the marketplaceOn offer and Sold, Reprice, Back to the grade, Delist it, stale listings and Mark it paid.
• NotificationsThe Email switch, the four events, the three that always send, and Send myself a test.
• The Integrations page and who may change itWhat the page holds, and why it is read-only unless you are also a Workspace Administrator.
• Delivery addresses and private addressesAdd the company addresses employees can choose, and decide whether they may give a private address.
• Shop policiesEvery decision needs a reason, and Let employees buy their device back.

Employees

For everyone in the employee portal: browse, request, follow, confirm delivery, buy second-hand and send things back.

• Browse the catalogue and fill your basketSearch, filter by category, read the stock line and add what you need.
• The product pop-up and your budgetNewSpecifications, In the box, and what an item does to your budget before you add it.
• Send a requestOpen the basket, say why, choose the delivery, check the approval chain and press Submit request.
• Follow your requestsMy requests, the request page, the progress tracker and what each status means.
• Confirm that your kit arrivedOnly you can close an ordered request: press Confirm that it arrived when it reaches you.
• Buy second-hand on the MarketplaceAdd to request goes through approval; Buy it buys the device on the first click.
• My assetsWhat Flexshop knows you have: on its way, delivered, bought second-hand and sent back.
• Send a device backAnnounce a return with Send this back, and change your mind with I am keeping it after all.
• Why can't I send my request?The messages that stop a request, what each means, and who can fix it.

Approvers

For line managers, Shop Supporters and Finance Approvers: how approvals reach you and how you decide.

• Who gets approvals, and how you hear about themManager, Supporter, Finance and Shop admin steps, the email, and the Approvals item in the portal.
• Decide a request in the portalOpen the request, read why it was asked for, write a reason, and Approve or Decline.
• You cannot approve your own requestWhy nobody may decide their own request, and what happens when you are the only approver.

Integrations

Webmercs ordering, its catalogue and tracking, HR Management for line managers, and what Asset Management does and does not do yet.

• Webmercs vendor ordering: the two switchesNewAllow vendor ordering and automatic sending, what each combination does, and the risk of real orders.
• The Webmercs catalogue and Bought beforeNewThe two Webmercs sources for the shelf: the campaign catalogue and your order history.
• Delivery tracking from WebmercsHow often tracking is read, what the phases mean, and why it never marks a request delivered.
• HR Management: line managers for Manager stepsWhat the HR Management connection does in Flexshop, and what happens without it.
• Asset Management: what is and is not connectedThe Asset Management connection is not available yet: none of its settings has any effect.

Reference

Tables to look things up in: roles, status words and colours, defaults, messages, release notes and the Danish glossary.

• Roles and permissionsWho can do what in Flexshop, role by role, including the two roles that cannot open the console.
• Status words and coloursEvery status chip in both apps: requests, steps, vendor orders, tracking, returns, grades and roles.
• Defaults and limitsWhat a new workspace starts with, the seeded approval rules, the grade scale, the limits, and the settings that are saved but currently have no effect.
• Messages you may seeThe refusals and warnings in both apps, what they mean and what to do, including the few messages shown in English.
• What changed in the October 2026 releaseNewEverything new for Flexshop users in the October 2026 release, with links to the details, and a Danish glossary.