When a user wants to secure items from your listing before officially completing an exchange, they can submit a hold request. As the listing manager, you control whether these requests are approved, allowing you to manage your available inventory effectively.
This article covers how to find hold requests in Circulate, evaluate them, and manage the expiration dates on holds you have already approved.
This article is helpful if:
You are the assigned listing manager for an active listing and have received a new hold request.
You need to review, approve, or decline a pending hold request.
You need to extend the expiration date or cancel an already approved hold.
Who can do this?
The assigned listing manager for the specific listing.
Circulate roles: Listing manager, Admin.
Where is it done?
On the Circulate platform at app.rheaply.com, under Selling > Orders on the Holds tab.
Depending on your organization's configuration, the Holds tab appears only when holds are enabled for your organization.
Understanding hold requests as a listing manager
A hold request is a temporary freeze on your available inventory that requires your approval. It works as a pre-order request: nothing is reserved until you approve it.
When you approve a request, the requested quantity is deducted from your available inventory. If you decline, the quantity stays available for other users.
What happens after you approve
Approving a hold does one of two things, depending on a choice the recipient made when they submitted the request.
Recipient chose | What approval does |
Manual checkout (default) | The quantity is reserved and the recipient completes checkout themselves. The hold stays open until the recipient places the order or the hold expires. |
Automatic checkout | The order is placed the moment you approve. There is no waiting period and no further action from the recipient. The hold moves straight to an order. |
Both behaviors are live, so check each request before you approve it.
Automatic checkout is opt-in and set by the recipient at the time of the request. You cannot turn it on or off from your side.
Review and approve or decline a request
When a user submits a hold request, you will receive a notification. Follow these steps to review and respond to the request:
Navigate to Selling > Orders and open the Holds tab.
Click the pending request, shown with the status Hold requested, to open the details view. You can also use the quick Approve and Decline buttons on the request card in the list.
Review the requested quantity and the proposed timeframe.
Click Approve hold to accept the hold and reserve the items.
Click Decline hold to reject the request and keep the items available.
What to expect: if the recipient opted in to automatic checkout, an order appears under Selling > Orders right away and the items are committed. Otherwise, the hold sits on the Holds tab until the recipient checks out or the hold expires.
đĄ Tip: you can send an automatic reply whenever a hold is requested or approved. See Automated messages to set one up once instead of typing it every time.
Extend an approved hold
All approved holds carry an explicit expiration date. If the recipient needs more time to coordinate their project, you can extend this deadline.
Navigate to Selling > Orders and open the Holds tab.
Click on the active hold you want to modify, shown with the status Hold Approved, to open its details view.
In the expiration notice near the top of the page, click Extend the expiration date.
Select the new expiration date.
Click Confirm to apply the extension. The recipient will be notified of the change.
Cancel an approved hold
If circumstances change and you need to release the reserved items back into your active inventory before the expiration date is reached, you can cancel an approved hold.
Navigate to Selling > Orders and open the Holds tab.
Click on the active hold to open the details view.
Click Cancel hold.
Confirm the cancellation in the prompt.
Note: once a hold has become an order, canceling works differently. Cancel the order from Selling > Orders, and see Cancel an order for what happens to the reserved items.
Find a specific request faster
The Holds, Orders, and Offers tabs support filtering. On Selling > Orders you can filter by listing, user, and tags. On Selling > Offers you can filter by project.
One limit to know: the buyer filter lists every user in your organization, not only those with an order.
Email help@rheaply.com if you have questions or need additional support.