> ## Documentation Index
> Fetch the complete documentation index at: https://manual.muzemus.online/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing entitlement rules

> Configure the rule sets that determine what uniforms each employee category receives.

Entitlement rule sets define which products each employee category is entitled to, how many, and under what conditions. They are the configuration that drives the [entitlement engine](/uniform-management/entitlement-engine).

<Note>
  Navigate to **Entitlement Rules** from the sidebar under **Catalogue**.
</Note>

## What a rule set contains

A rule set links a **uniform category** to a list of **allocation items**:

* A **name** and uniform category
* An **effective period** (from and to dates)
* An **approval requirement** (whether orders need manager approval)
* A **replacement cycle** (months between replacement allocations)
* **Allocation items**: which products, how many, and in which phase
* **Criteria**: which employees the rule applies to, by department, store, employment type, or job title

## Viewing rule sets

| Column                  | Description                          |
| ----------------------- | ------------------------------------ |
| **Name**                | Rule set name                        |
| **Category**            | Linked uniform category              |
| **Effective From / To** | Active period                        |
| **Items**               | Number of allocation items           |
| **Approval**            | Whether manager approval is required |
| **Active**              | Whether the rule set is active       |

Filter by uniform category to find relevant rule sets.

## Creating a rule set

<Steps>
  <Step title="Open the create dialog">
    Click **Create** on the Entitlement Rules page.
  </Step>

  <Step title="Set the basic details">
    * **Name**: descriptive (for example "Store Management - 2026")
    * **Uniform Category**: the category the rule applies to
    * **Effective From / To**: active period (to-date optional)
    * **Approval Required**: toggle on if orders need approval before production
    * **Replacement Cycle (Months)**: months between replacement allocations
  </Step>

  <Step title="Add allocation items">
    For each product the category receives, add a row:

    * **Product**: select a product, or "Any Product" for flexible allocation
    * **Phase**: Initial (first allocation only), Replacement (replacement cycles only), or Both
    * **Quantity**: how many per cycle
    * **Payment Eligibility**: Company Paid or Employee Paid
  </Step>

  <Step title="Add criteria (optional)">
    Criteria narrow which employees the rule applies to:

    * **Department**: match by department (IN, NOT\_IN, or CONTAINS)
    * **Store**: match by specific stores
    * **Employment Type**: Permanent, Casual, or Contract
    * **Job Title**: match by title
  </Step>

  <Step title="Save">
    Click **Save** to create the rule set.
  </Step>
</Steps>

<Note>
  When you save allocation items, the whole item list is replaced in one atomic operation.
</Note>

## Editing a rule set

1. Find the rule set in the table.
2. Click **Edit**.
3. Update the details, items, or criteria and click **Save**.

Only active rule sets can be deactivated. Deactivated rule sets no longer apply to new orders.

## Bulk importing rule sets

Rule sets are bulk imported from the [Data Import Hub](/administrator/data-import-hub): select **Entitlement Rules**, upload the CSV, and review the preview before importing.


## Related topics

- [Data Import Hub](/administrator/data-import-hub.md)
- [Managing departments](/administrator/managing-departments.md)
- [Managing uniform categories](/administrator/managing-uniform-categories.md)
- [Managing clients](/administrator/managing-clients.md)
- [Managing employees](/administrator/managing-employees.md)