How do I set up approvals?

Learn about the different approval transactions and how to set up chains of responsibility

Last Updated: 04/11/2024

Approval Chains

Approval chains create a structured hierarchy of approvers, which helps to minimise risks and streamline processes. Automating request notifications reduces manual tasks and accelerates decisions, helping organisations reduce bottlenecks and optimise workflows.

You can set up approval chains on the Approvals page for several system transactions, allowing for a structured and organised approach to managing requests within your organisation. Each approval chain can be customised to reflect your organisation's unique hierarchy and operational structure.

How to find the approval settings:

1. Navigate to the Settings tile from the main menu
2. Click on the settings dropdown menu and select Approvals 
3. This takes you to the approvals page where you can set up approval chains.

Using approvals

Approvals are put in place so that when a system transaction occurs, designated users will be notified to approve the action. By establishing a structured approval framework, organisations can mitigate risks associated with unauthorised transactions or oversights. 

Types of approvers

There are 3 User Types which can be included in approval chains:

Managers - Receive approvals for their direct reports

Operations - Receive approvals for people within the locations they oversee

Administrators - Receive approvals for everyone

Approvals always start at the bottom of the chain with the initiator of the transaction, for example an employee booking an absence. If Managers and Operations are marked, it will go to the manager first, and then operations as a second step approval (if admin is also ticked this will create a third step in the chain).

If managers, operations and administrators are all ticked and an operations user initiates the transaction, it will only require the admin to approve. Meanwhile, if an admin user initiates the transaction, it will auto-approve as they are the highest in the chain.

Approval transactions

For efficient usage, each transaction type can be assigned a specific approval chain that includes selected user types and will be determined by the established reporting lines within the organisation. The available transaction types include:

1. Absence requests: This is used for handling requests related to employee absences, such as holiday requests. Depending on the initiator, the absence request may require approval from a manager or be auto-approved by higher-level users like operations or admins.

2. New starter additions: This process is for when new employees are added into the system. Since employees cannot initiate this transaction, it relies solely on approvals from Operations or Admin users.

3. Pay changes: Whenever there is a need to change an employee’s salary or hourly rate, this approval chain is activated. Similar to new starter additions, only operations and admin users have the authority to approve these changes.

4. Termination requests: This critical transaction type is used when an employee's termination is processed. Again, it cannot be initiated by employees, and approvals must come from operations or admin users to ensure proper oversight.

5. Vacancy creation: When a hiring process starts and a vacancy needs to be added to the system, the approval process is utilised. Only operations or admin users have the authority to approve this transaction type, ensuring appropriate oversight and control over the process.

By configuring these approval chains according to your organisational needs, you can maintain control over approvals and ensure that all requests are handled efficiently and in line with your governance policies.

Setting up approval chains

Approvals can be set up easily from the settings tile. To modify an approval chain, simply click on the corresponding circle under each user type to adjust their approval status.

There are 3 statuses used:

Grey = Not applicable

Green = Can Approve

Red = Cannot Approve