A contractor submits a quote for work that exceeds your authorised spend. A team member requests a change to a bank account. A high-cost maintenance order is about to be committed.
These are the moments where you want a defined rule in place — not a manual check every time. BasePro lets you set approval limits and approval chains in advance, so the platform enforces them automatically. You configure the rules; BasePro surfaces the decision to the right person on your team when the limit is reached.
What you need
- An account at the tier that includes approval gates (Enterprise) or, for basic notification preferences, any active BasePro account
- Clarity on which spend levels and change categories require a second sign-off at your organisation
Part 1: Setting approval rules
Steps
1. Open your account or organisation settings.
Navigate to the settings area. Look for the section that covers approvals, authorisation rules, or governance — the exact label may vary by your account configuration.
2. Set a cost-approval limit.
Define the spending level above which a maintenance order or expense requires a second approval before it can be committed. For example: any single work order over a defined amount requires manager sign-off before the vendor assignment is confirmed.
When an order exceeds the approval limit you set, the person who submitted it cannot finalise it alone — a second authorised member of your team must review and approve it first.
3. Add two-reviewer rules for sensitive changes.
For changes that carry higher risk — such as modifying a bank account number or updating a compliance-relevant configuration — you can require two administrators to confirm the change. This is separate from the cost-approval limit and applies to a defined list of sensitive actions.
Set which action categories require two-reviewer sign-off and which team roles qualify as the second approver.
4. Save your approval configuration.
Confirm and save. From this point, any action that triggers the approval limit will require the defined approval before proceeding. Your team will see a clear pending-approval status on the affected item — they cannot skip past it.
Part 2: Configuring notification preferences
BasePro's notification settings let you choose which events trigger an alert to which members of your team. Every notification that goes out does so because you configured it — BasePro does not push alerts to owners, investors, or tenants automatically.
Steps
5. Open notification settings.
Within your account settings, navigate to notification preferences. You will see a list of event types — maintenance status changes, new expense entries, approval requests, and so on.
6. Choose who gets notified for each event type.
For each event, select the team member roles that should receive an alert. For example:
- You might want every admin notified when an approval request is pending.
- You might want the assigned manager notified when a maintenance order status changes.
- You might want only yourself notified when a bank account change requires two-reviewer sign-off.
7. Save your notification preferences.
Confirm. Your team will now receive alerts for the events you selected, directed to the roles you specified.
What you will see when it is done
- Approval rules are active: any transaction or change that meets your configured approval limit shows a pending-approval status until the right person on your team acts.
- Notification preferences are saved: the team members you designated receive alerts for the event types you selected.
- You can review and update both at any time from the same settings area.
A note on communication to owners and investors
BasePro's notification and approval system governs your internal team operations. Communication with owners, investors, and tenants — owner statements, maintenance updates, messages — is always something you choose to send, on your timeline, through your preferred channel. The platform never dispatches these automatically without your instruction.
If anything is unclear
The exact labels in your workspace may differ slightly from this guide. For the precise steps in your account, open BasePro Support from inside the app — it covers the approval and notification configuration workflow in plain language.