Kova Design — User Guide

The four steps

1

Find the product you need

The front page lists every package that is available. Use the search box to narrow it down. Each card shows a badge telling you how many units can be issued right now.

2

Open it and check what is inside

A package is made of several items. The detail screen lists them, and the numbers update as you change the quantity — so you can see exactly what your request will use before you send it.

3

Enter your details and send

Five fields are required: your name, your email, the street address, the city and the postcode. The package is posted to what you type here, so write the street and area in the address box, then fill in the city and postcode separately.

4

Save your tracking link

After sending you get a request number and a tracking link. Use the Copy button and keep the link somewhere safe — it is how you check the status later.

Your request number and your tracking link

You are given two different things, and they are not interchangeable.

What	Looks like	Use it for
Request number	SC-2026-0042	Quoting your request when you talk to the admin
Tracking link	…/?t=a3f9c2e81b04	Opening your status page without signing in

🔐

The request number runs in order, so it would be easy for anyone to guess the next one. That is exactly why it is not the key to your record. The tracking link uses a random code instead, so nobody can read your request by changing a number.

Checking your status

Open your tracking link, or click Track status at the top of the page and paste the code. You will see one of three states:

Status	What it means
Pending	Sent, waiting for an admin to review it. Nothing has been taken from stock yet.
Approved	Approved. The items have been deducted from stock and your package can be collected.
Rejected	The admin declined it and left a reason. Nothing was deducted from stock.

While a request is still pending, the page checks again every 15 seconds on its own. Leave the tab open and the status will change by itself once a decision is made.

Good to know

⏳

Sending a request does not hold stock for you. Stock is only deducted at the moment an admin approves. If two people request the last unit, whoever gets approved first receives it, and the other request can no longer be approved.

⛔

A package needs every item inside it. If even one of its items has run out, the whole request cannot be approved — the admin cannot force it through. You will see this as 0 available on the product card.

✅

You can still send a request for something showing 0 available. The admin will see it and decide — often the answer is to restock first and approve afterwards.

Questions

I lost my tracking link. Can I still check my request?

Not on your own — the link is the only key. Tell the admin your name and your request number and they can look it up for you.

Can I cancel a request I already sent?

Not from your side. Ask the admin to reject it; nothing is deducted from stock when a request is rejected.

Can I change the quantity after sending?

No. Ask the admin to reject the request, then send a new one with the right quantity.

Why does a package show fewer units than the stock I can see?

A package can only be issued as a complete set. The item with the least stock decides the limit — if a package needs 2 pens and only 5 pens are left, it can be issued twice, not five times.

Do I need to create an account?

No. Only the admin signs in. You just type your name each time you send a request.