When an employee submits a request (holiday, expense, etc.), by default this will go to their manager for approval. This default rule can be found in Settings > Authorisations. In this area, you can create also more granular rules of who needs to approve what, and when they need to approve it.
This includes directing a certain team's holiday request to someone other than the manager, or creating a multi-approver workflow for when there needs to be an additional layer of approval.
You can set different approval workflows for each of the following requests:
- Holiday requests
- Other event requests (per individual reason)
- Timesheet requests
- Assignment requests
- Logbook requests
- Expense requests
Click here on how to check this license available in your current People package.
Please note: If an employee is not assigned to an approval rule, their requests will be auto approved.
- Click into the 'Settings' tab
- Click 'Authorisations'
You will taken to the Holiday authorisation rules, but can navigate to each request type via the 'Transaction' drop down:
There will always be a default rule to show that an employee's manager and additional manager can approve their request.
You also have the above options:
Check conflicts - Use this to see if any employee's are linked to one or more authorisation rule.
No rules assigned - Use this to see if there are any employee's who are not linked to an authorisation rule (their requests will be auto approved).
2nd line approval - This is company specific and, if turned on, will work for all rules. This is to allow the employee's second line manager (their manager's manager) to be able to view and authorise their request on the approvers behalf. Although they will not receive a notification of this request, they will be able to view in their Authorisations tab and approve.
--Creating an approval rule--
First, you'll create the rule itself - what the request type is and who would approve it. Once saved, you can then assign employees to this rule - those would make the initial request.
- Click on the plus icon to create a new rule
- The screen will look like this:
3. Select the 'In Use' button for this rule to take affect once saved. You can turn this on at a later date and leave as a draft for now if you prefer.
4. Give the rule a name - we advise something that would be easy to understand with a quick look (i.e support team to finance)
5. Select the 'Transaction' - this is the request type that this rule will be in relation to.
6. You can now select the 'submitted by' - explained below:
Themselves - Create an authorisation rule to specify what will happen if the employee submits the request themselves.
Their manager/Additional Manager - Create a rule to specify what will happen if the employee's manager or additional manager inputs this request on their behalf.
System Admin - Create a rule to specify what will happen if a system admin inputs this request on the employee's behalf.
Other user - Create a rule to specify what will happen if a user with additional access inputs this on the employee's behalf.
To learn more on this option specifically and when you may use each different option, please click here.
7. State who this request will go to (such as the employee's manager, admin, specific employee i.e head of department etc.)
As 'Manager' and 'Additional Manager' are default options, they will be shown but you can simply click on them to delete.
8. You can then specify how this rule works using the following options:
- Any approver may authorise
- All approvers must authorise
- All approvers must authorise in a specific order
9. Click 'Save'.
--Specify who this rule is applied to--
- Click the eye icon to specify who this rule is applied to.
2. Follow the instructions as shown in the below screenshot:
3. Click 'Save'.
If the rule is set to 'In Use' this will take effect with any future requests. Requests that are currently pending will still be with the previous approver.
Scroll up in this article to refer back to the Settings tab, where you can view if there are any conflict rules.
Customer Services Team.