Tracking Outbound Request Responses

Once you send an outbound request to your branches, Rool gives you a real-time view of every recipient's progress so nothing falls through the cracks.

The Sent Requests List

Your Sent page is the starting point for tracking all requests you have created.

Each request card displays:

• Title, priority badge, and category

• The name of the person who created the request

• A status summary bar showing how many branches are pending, responded, declined, or fulfilled

• An Overdue badge if the due date has passed and not all branches have fulfilled the request

Filtering the list

Use the filter bar at the top of the page to narrow down what you see:

• Status -- select one or more statuses (Pending, Responded, Declined, Fulfilled) to show only requests that have at least one branch in that state.

• Priority -- filter by Urgent, Normal, or Low.

• The total count of matching requests appears next to the filters.

Click any request card to open the full detail view.

The Request Detail Page

The detail page is a two-panel layout. The left side shows the request itself; the right side shows the Recipients panel with per-branch status.

Header card

At the top you will see:

• Priority and category badges

• An Overdue badge (in red) if the due date has passed and the request is not yet fully fulfilled

• The request title and description

• A Response Status summary showing counts for each status across all recipients

• The requester's name and avatar, along with how long ago the request was created

Timeline and Settings card

Below the header, the Timeline & Settings card shows:

• Due date -- the date and time the request is due, with an Overdue label if applicable

• Reminders -- whether automatic reminders are enabled or disabled for this request

• Created / Updated timestamps

The Recipients Panel

The right-side panel lists every branch that received the request. Each entry shows the branch name, location (if set), and a color-coded status badge:

What you can do from the Recipients panel

• Review responses -- when a branch responds, you can view their message and any attached files or links.

• Mark as fulfilled -- once you are satisfied with a branch's response, mark it as fulfilled. The branch will receive a notification confirming completion.

• Re-request -- if a branch declined, you can re-request, which resets that branch back to Pending and sends them a fresh notification.

Overdue Tracking

Rool automatically flags a request as Overdue when:

• A due date was set, and

• That date has passed, and

• At least one branch has not yet been marked as fulfilled

The Overdue badge appears in two places:

1. On the request card in the Sent list

2. On the detail page header

This makes it easy to scan your list and focus on requests that need attention.

Reminder Notifications

When reminders are enabled on a request, Rool sends daily reminders to branch managers who have not yet responded. Reminders include:

• An in-app notification in the branch manager's inbox

• An email notification (if the branch manager has email reminders turned on in their preferences)

Reminders are sent once per day (at 10 AM Eastern) and only go to branches whose status is still Pending. Once a branch responds or declines, reminders stop for that branch automatically.

If a request is overdue, the reminder will note how many days past due it is.

Tip: You can enable or disable reminders when creating the request. The reminder setting is visible in the Timeline & Settings card on the detail page.

Understanding the Response Lifecycle

Here is the typical flow for each branch recipient:

1. Pending -- the branch receives the request and a notification.

2. Responded -- a branch manager submits a response with a message, files, or links.

3. Fulfilled -- you (HQ) review the response and mark it as fulfilled.

If a branch declines:

1. Pending -- the branch receives the request.

2. Declined -- the branch manager declines with an optional reason.

3. You can choose to re-request, which moves the branch back to Pending.

A branch can submit multiple responses before you mark the request as fulfilled. Each response is recorded with a timestamp and the responder's name, creating a full activity trail.

Quick Reference