We’re excited to introduce Merchandise Approvals, giving unions greater control over how club merchandise is reviewed before it becomes publicly visible.

This update introduces a structured approval workflow that applies across both the Union Admin and Club Portal experiences.

What’s New
Merchandise approval is now available in Rubric through the Merchandise Manager, allowing admins to:

• Review all submitted merchandise in a central dashboard

• See clear statuses for Pending, Approved, and Rejected items

• Approve or decline merchandise directly from the table

• View the original submission details for each item

Approval Settings (Required)
To enable this workflow, merchandise approvals must be turned on in Union Settings.

In Settings → Merchandise Approvals, admins can:

• Require approval for affiliated clubs

• Require approval for unaffiliated clubs

• Require re-approval when approved merchandise is edited

When Reset approval status when approved merchandise is edited is enabled, any changes made to an already approved item will automatically reset its status to Pending, ensuring updates are reviewed before going public.

The approval process only applies when these settings are enabled.

Club Portal Experience
When merchandise approval settings are turned on at the union level, the Club Portal experience updates automatically.

Clubs will now:

• See the approval status of newly created merchandise

• View statuses such as Pending Union Approval or Rejected

• Understand when edited merchandise requires re-approval before becoming public

This provides clubs with clear visibility into where their merchandise sits in the approval process.

How It Works

1. Enable merchandise approvals in Settings → Merchandise Approvals.

2. Clubs create or edit merchandise in the Club Portal.

3. New or edited items are marked as Pending and are not made public.

4. Admins review submissions in the Club Merchandise Manager.

5. Approved merchandise becomes available based on your listing rules.

This enhancement helps you:

• Maintain control over public merchandise listings

• Ensure edits to approved items are reviewed

• Provide clubs with transparency around approval status

• Keep merchandise governance consistent across Rubric

With Merchandise Approval now available in Rubric, unions and clubs benefit from a clearer, more controlled merchandise approval workflow.