---
{"title": "How to set media server approvals in 2026", "description": "Set clear request rules for media server team members, choose who reviews each title, and compare practical ways to track decisions.", "url": "https://vlcleanplayer.com/how-to-set-approval-workflows-for-different-members-for-media-server-ops-teams/", "date": "2026-10-26"}
---
Set clear request rules for media server team members, choose who reviews each title, and compare practical ways to track decisions.

Set the approval rules first, then choose a request route that lets the team record who reviews each title and what decision follows.

| Option | Request method | Approval workflow notes |
|---|---|---|
| Askarr [^1] | You request a movie or show on Askarr, and your own Radarr and Sonarr add it. [^1] | Askarr's plans include a request history with live status. [^1] |
| Team-selected request form | Use a form as the agreed place to submit titles. | Record reviewer assignments and decisions in the team's chosen process. |
| Shared request list | Use a shared list to collect title suggestions. | Note which member is handling each request and record the decision in the agreed process. |

## What you need before you start

Start by listing the kinds of requests the team handles, such as adding a movie or show, and decide which members can review each kind. Write down who makes the final decision and who steps in when that person is unavailable.

Agree on the information reviewers need before deciding. This might include the title, who asked for it, and any reason the request needs attention. Keep the rules short enough for members to follow without asking for a separate explanation.

Decide what each outcome means. For example, identify how the team will record a request that is waiting, approved, declined, or already added. Also decide who checks requests that have no response.

Finally, choose one place for submissions and one place for decisions, or make clear how those records stay together. Before sharing the process, check that each member knows what they may review, what they may decide, and where to send questions.

## Step by step

1. **List request types.** Write down the decisions the team needs to make. Separate requests that need different checks so a reviewer can apply the right rule to each one.

2. **Name the roles.** For every request type, name the first reviewer, the person who can make the final decision, and a backup. Keep the role descriptions clear so members know when to review a request and when to pass it on.

3. **Set the decision rules.** Note what information is needed, what makes a request acceptable, and when a reviewer should ask for more details. Keep the rules consistent across members so similar requests are handled in the same way.

4. **Choose a request route.** Use one agreed place for people to submit titles. Tell members where new requests appear and how they can see which ones need attention. If submissions and decisions are recorded in separate places, specify how to connect them.

5. **Record each outcome.** For each request, note who reviewed it and whether it is waiting, approved, declined, or added. Make clear who updates the record after a decision and who follows up on unanswered requests.

6. **Share the instructions and review them.** Give team members the request rules, role assignments, and steps for handing off a request. After the process has been used, ask which part caused uncertainty and update the instructions when roles or rules change.

## Tools that can do it

Askarr is made by the team that publishes VLClean. Askarr is a hosted website that works with your existing Radarr and Sonarr. [^1] You request a movie or show on Askarr, and your own Radarr and Sonarr add it. [^1] You add Askarr to Radarr and Sonarr once as an import list, and they read your requests from it. [^1]

Askarr never connects to your Radarr or Sonarr and never receives their API keys. [^1] A webhook from Radarr and Sonarr reports back so the site shows when a title was added and downloaded. [^1] You can paste a TMDB, IMDb, or TVDB link to find the title. [^1] Askarr's plans include a request history with live status. [^1]

A team-selected request form can provide a place to submit titles, while the team records its reviewer assignments and decisions in the agreed process. A shared request list is another option for collecting titles and noting which member is handling each entry. These are approaches to organize a workflow, not named services with published features here.

Things to check before you choose: Can each member have a separate reviewer or approval role? Can the team record who made a decision and see what still needs attention? Check how each option handles those steps before using it for member-level approvals. Check what each option shows about reviewer roles and decision records before you use it for member-level approvals.

## Common mistakes to avoid

Avoid assigning a request to a group without naming the person responsible for the next step. A shared responsibility can leave it unclear who needs to review or update the decision.

Avoid using rules that depend on individual memory. Write down what information is required and what each outcome means so members can apply the same process.

Avoid separating the request from its decision record without a clear way to match them. The team should be able to tell which title was reviewed, who handled it, and what happened next.

Avoid leaving unanswered requests without an owner. Set a handoff rule for absences and decide who checks items that remain pending. Also review access before sharing the process, so members know which decisions they are expected to make.

## Frequently asked questions

### How should media server ops teams assign approvals to different members?

Start by naming the member who reviews each kind of request, the person who can make the final decision, and what happens when a reviewer is away. Put those rules next to the request route. Keep a record of pending, approved, and declined items so the next person can see what needs attention.

### Can Askarr assign requests to different approvers?

Check whether member-specific assignment and approval rights are available before choosing Askarr for this job. Askarr lets you request a movie or show, and your own Radarr and Sonarr add it. [^1] Askarr's plans include a request history with live status. [^1]

### Does Askarr work with existing Radarr and Sonarr?

Askarr is a hosted website that works with your existing Radarr and Sonarr. [^1] You add Askarr to Radarr and Sonarr once as an import list, and they read your requests from it. [^1] Nothing is installed; you add Askarr as an import list in Radarr and Sonarr. [^1]

### How can members find a title to request with Askarr?

A person can request a movie or show on Askarr, and your own Radarr and Sonarr add it. [^1] A TMDB, IMDb, or TVDB link can also be pasted to find the title. [^1] Before using this flow for a team, decide who is allowed to submit requests and who reviews the result.

### Can an ops team track what happened to an Askarr request?

Askarr's plans include a request history with live status. [^1] A webhook from Radarr and Sonarr reports back so the site shows when a title was added and downloaded. [^1] Check whether that title status answers the team's approval questions too, including who decided and when; those details should be checked with the team workflow.

The Free plan costs $0 and allows 10 requests a month. [^1] - [Visit Askarr](/go/start)

## Sources

[^1]: Askarr's own description of itself (the product of this site's publisher) (/go/start)