How do you set up an approval workflow using Quire's custom statuses?

Create three custom statuses on the project. Name the first one Request for Approval and set its progress to anything other than 100 percent. Name the second one Approved and set its progress to 100 percent. Name the third one Rejected and set its progress to anything other than 100 percent. Then configure Permission Control so the role responsible for approvals has Complete permission for that project.

What is the difference between custom-status approvals and Quire's dedicated Approval feature?

The custom-status pattern works on Professional plans and lower with creative use of statuses and permissions. The dedicated Approval feature on Premium and higher provides explicit approve, reject, and request-changes actions with a built-in audit trail and approval categories. The custom-status approach is the lighter-weight option for teams that need approval workflows without the Premium tier.

Which Quire plan supports custom status changes for approvals?

Custom statuses are available on every Quire plan including free. Permission Control to restrict who can change a status (which is what makes approvals enforceable) requires Professional and higher subscription plans. The Quire pricing page covers full plan details.

How do approvers know when a task is waiting for them?

When a team member changes a task's status to Request for Approval, the configured approver gets a notification in Quire's notification center. The approver opens the task, reviews the work, and changes the status to Approved or Rejected. The requester receives a follow-up notification once the status changes, so the back-and-forth happens inside Quire without separate Slack pings.

How is this approach better than email-based approvals?

Email approvals create no audit trail attached to the work itself. With Quire's status-based approval, the decision is recorded on the task, with timestamp and approver identity, so the answer to "who approved this and when" is always one click away. Email threads scatter the history; the task keeps it together.

features · Sep 18, 2023

Streamline Project Approvals with Quire's Status Changes

Quire Approvals

Last updated: May 29, 2026

TL;DR: Set up lightweight approval workflows in Quire using custom statuses and Permission Control. Three statuses (Request for Approval, Approved, Rejected) plus role-based Complete permission give you an audit trail on the task itself instead of in email threads. This is the Professional-tier pattern; Premium and Enterprise also have a dedicated Approval feature with built-in actions and categories.

Most approvals at most companies happen in the worst possible place. A Slack DM, a forwarded email, a hallway nod. Three months later when someone asks "who actually approved this?", the answer is buried in a thread nobody can search.

According to governance frameworks like SOX and ISO 27001, decisions need to be recorded against the artifact they apply to, not in a side channel. That audit-trail gap is exactly what those frameworks set out to close. Quire's status-based approval pattern is the lightweight way to close that gap inside your task list, without needing the Premium-tier dedicated Approval feature.

How does Quire's status-based Approval work?

Imagine you're steering a project, juggling numerous tasks and deadlines. Your decisions drive the project's success, but ensuring everyone's on board can be a daunting task. That's where the Request for Approval status shines.

With Quire's Request for Approval, you can effortlessly send specific tasks or entire projects to supervisors or stakeholders for their input and approval. It's like having a built-in review process, ensuring everyone's aligned before proceeding. Say goodbye to endless email chains and miscommunication. Request for Approval is your ticket to clarity and accountability.

Once you've dispatched tasks or projects for review, the Approval action lets team supervisors and stakeholders give the green light or offer constructive feedback. It's a straightforward, efficient way to gather input and guarantee satisfaction with project progress.

How does Quire's status-based approval compare to other PM tools?

Most PM tools eventually shipped some approval pattern. The differences come down to whether it's a first-class workflow or a status-based hack, and what tier it sits on.

Tool	Approval pattern	Audit trail	Plan tier required
Quire	Status-based (Professional+) or dedicated Approval feature (Premium+)	On task itself; status change recorded with approver and timestamp	Professional+ for status approach
Asana	Task with Approval type subtask	Comments + activity log	Premium and above
Monday	Status column with approval automations	Activity log	Standard and above
ClickUp	Task assigned with Approval status type	Activity feed	Business and above
Notion	Database property + manual workflow	Page history	Workspace-dependent

The pattern: most PM tools support approval as an emergent behavior on top of their general task and status models. The differentiator is whether the audit trail is built-in and whether the workflow is at the task level or has to be configured per project.

Why do approvals matter in project management?

You might wonder why approvals are worth your attention. Well, let's break it down:

Streamlined Communication: Bid farewell to juggling multiple communication tools. Quire's Request for Approval and Approval centralize everything, making your workflow smoother.
Enhanced Accountability: Who's responsible for what? Quire makes it crystal clear. Plus, you can easily track task approvals, eliminating confusion.
Time Savings: Forget endless meetings and lengthy email threads. Approvals are a breeze with just a few clicks, saving you valuable time.
Error Reduction: Structured approval processes significantly reduce the chances of missing crucial details or costly mistakes.
Happy Stakeholders: Your clients and stakeholders will love the transparency and efficiency of the approval process. Happy clients translate to more business opportunities!

How do you manage requests for approval and the approval response?

Quire Approvals feature

You can add a new status and name it “Request for Approval”. You can set the progress to whatever percentage that you’d like, except 100%.

Then you can create another status and name it “Approved”. Now, set the progress to 100%.

You can also create another status and name it “Rejected” and set a progress percentage to anything but 100%.

To authorize the approval or rejection of a request, you need to configure the permissions for the designated role responsible for this action.

Permission Control is exclusively made for Professional and higher subscription tiers. More information can be found on our Pricing page.

Go to your Organization and choose Edit members in the dropdown menu, scroll down to the bottom of the page, and choose Show all roles in the Permission Control section.

Quire organization permission

In this permission roles list, you can decide which role can approve the tasks and select the Complete permission and click Save.

Quire request for approval

Quire approval request

Now whenever a member use the status Request for Approval, the admin or manager can approve the task by changing the status to Approved or Rejected. The team member who requested the approval will also get a notification.

Quire approval notification

Ready to set up your first approval workflow in Quire?

Pick one project that has a sign-off step (marketing asset review, design approval, billing release), create the three statuses, configure Permission Control on the approver role, and run two real approvals through it. The first time you can answer "who approved this, when, on which version" without scrolling Slack, you'll know why the audit trail matters.

Status-based approvals work on Professional and higher Quire plans. For dedicated approve / reject / request-changes actions with approval categories, the Premium plan ships the full Approval feature. Full plan details on the pricing page.