Walkthrough

Quick start by role

Each persona below follows the same top-to-bottom flow: sign in, scan the sidebar, then use the pages your role actually exposes. Links point at in-app routes you will see after login.

Sign in to StampedBack to overview

Everyone starts here

These three beats repeat no matter which hat you wear.

Authenticate

Use Azure AD SSO when your tenant enables it, or email and password for demo and break-glass accounts. Platform operators use a separate login that routes to /platform.

Orient on the sidebar

Stamped hides sections you cannot access. If you expect a link but do not see it, your role or membership is missing — ask your Super Admin or org lead.

Work the pipeline top down

Students originate work, org leads curate, advisors bless spend, admins stamp operational states, finance guards ledgers, super admins configure cycles, platform admins provision schools.

Role-by-role checklists

Read only the block that matches the account your administrator assigned.

Student

STUDENT — submit and track your own requests

  1. Sign in with your university SSO or the credentials your admin gave you. Complete onboarding if prompted.
  2. Open Dashboard, then My Requests to see everything you have submitted.
  3. Use New Request or Travel Request to build a draft: add line items, vendor, justification, and your advisor email.
  4. Submit when ready. Watch status move from Submitted through approval and fulfillment; pick up when it shows Ready for pickup.
  5. Join additional clubs from the requests page if your school exposes joinable organizations.

Org Lead

ORG_LEAD — manage one organization’s requests and members

  1. Sign in, then use My Organization in the sidebar: Import Budget Sheet and Members to bulk-add people or budgets.
  2. Open All Requests (you see your org’s pipeline) and use filters to find drafts, pending items, or a specific org when you lead several.
  3. You can update statuses on requests in your org (including some transitions students cannot). Coordinate with advisors on stuck items.
  4. Use Organizations to open your org, manage budgets for the year, and keep roster membership accurate.
  5. Submit Budget Request when your school runs a budget cycle; you’ll see Budget Requests for org-level submissions.

Advisor

ADVISOR — approve student spend by email and in-app

  1. Sign in the same way as other faculty. Your sidebar focuses on Dashboard and your own request visibility.
  2. Students list your email on their purchase requests. Watch for automated approval emails from Stamped and reply approve or deny — the system parses many replies.
  3. Use My Requests to find anything where you are the advisor of record and follow status at a glance.
  4. You do not manage tenant-wide settings; contact your org lead or purchasing office for policy questions.

Department Chair

CHAIR — department-scoped admin for purchasing and budgets

  1. After sign-in you still have admin tools, but data is limited to organizations and budget work tied to your assigned department(s).
  2. Use Admin Queue and All Requests for your slice of the tenant; stamp statuses forward like other admins where permitted.
  3. Open Departments to see your roster context; use Allocation Pools to set how much your department can allocate per budget cycle.
  4. Budget Requests appear when you are in the review path. If a request uses a department queue, open it and use Department Decision when it is your department’s turn, then category allocation when the workflow allows.
  5. Coordinate with Super Admin on cycle setup (Budget Cycles) if something is missing.

Admin Staff

ADMIN_STAFF — day-to-day purchasing operations

  1. Start at Dashboard, then Admin Queue for stale indicators and high-volume triage.
  2. All Requests gives multi-org filters, bulk status changes, and budget assignment inline for finance alignment.
  3. Organizations lists every club; drill into one for members, budgets, and history. Import Data covers spreadsheet imports.
  4. Departments links chairs and student rankings; Finance → Budgets shows spend versus reserved funds.
  5. Use the AI assistant where enabled to summarize advisor threads without exposing unnecessary PII.

Finance Admin

FINANCE_ADMIN — budgets, pools, and reporting

  1. Everything Admin Staff can do, plus Finance → Reports for summaries your controller’s office expects.
  2. Maintain per-organization budgets under Finance → Budgets and reconcile reserved totals against open purchase requests.
  3. Partner with chairs on Allocation Pools so sequential budget approvals cannot exceed published caps.
  4. Escalate tenant-wide policy or integration changes to the Super Admin rather than changing SSO secrets yourself.

Super Admin

SUPER_ADMIN — tenant owner for your university instance

  1. Tenant Management is your home base: invite users, change roles, assign chair departments, and deactivate accounts.
  2. Budget Cycles controls which orgs may file requests each cycle, deadlines, and whether multiple submissions are allowed.
  3. Review Role Requests when staff ask for elevated access; audit logs for purchase traffic live under tenant audit APIs exposed in the product UI where enabled.
  4. Configure fiscal year labels, onboarding defaults, and email-related settings consistent with your procurement policy.
  5. Hand Platform-level school creation to your Stamped operator account — that login is separate from tenant Super Admin.

Platform Admin

PLATFORM_ADMIN — cross-school operator console

  1. Sign in with the dedicated platform credentials your deployment team issued — you will be redirected to /platform/tenants (tenant directory), not the student dashboard.
  2. Create a tenant per institution, set email domains, and seed the first Super Admin user for that school.
  3. Use tenant user lists to reset access or troubleshoot login issues that span multiple environments.
  4. Never share platform credentials inside student-facing documentation; rotate them whenever staff turnover occurs.

Tip: If you are unsure which role you have, open Tenant Management (Super Admin) or ask your purchasing office — the sidebar updates automatically when your role changes, usually within a few minutes of saving.