Kova Space — 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 the package will use before you add it.

3

Add it to your cart

Choose a quantity and press Add to Cart. You can keep browsing and add as many different packages as you need — they all travel together as one request, with one reference number and one tracking link.

4

Review your cart

Open the Cart button in the top bar to see everything you picked. You can change the quantity of any line, remove a line, or empty the cart. If stock has run short for something you chose, the cart says so — you can still send the request and let the admin decide.

Where a product has a price, the cart shows the price for that line and adds up a total. Some products may have no price set yet; those lines say No price set and are left out of the total, which the cart tells you underneath. Nothing is paid here — the total is there so you know what you are asking for.

5

Enter your details and send

Your details are only asked for after you continue from the cart, and a summary of everything you picked sits next to the form. Six fields are required: your name, your phone number, 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.

6

Pay and upload your receipt

If the products you picked have a price, a payment screen appears as soon as the request is sent. It shows the amount and a QR code to scan. Pay, then choose your receipt — a photo or a screenshot — and press Upload receipt.

Your request is already saved before this screen, so nothing is lost if you close the page. Press I’ll pay later and come back through your tracking link whenever you are ready; the same upload button is waiting there.

Once the receipt is in, an admin checks the payment and then processes the request. There is nothing else for you to do.

7

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.