As an Admin, you can set up an approval process for absence requests made by your employees. This will allow you to oversee any absence requests made by your organization's employees and gives you the ability to approve absences based on capacity through communication with the approvers who may oversee different departments.
Setting up the approval
To set up an approval flow, navigate to 'Settings' > 'Automations' > 'Approvals' > 'New approval flow'. You can also go to the respective sections (absence requests) and select 'New approval flow' to add subsequent approval flows to absence requests.
In the pop-up window, you can select the new approval flow's:
- Name
- Process (in this scenario, choose 'Absence request')
- Absence types (this will define which absence types will require approval)
- Relevant employees (choose for which employees this approval flow will be applied)
- You can additionally enable the setting 'Enable implicit approval'. If enabled, any steps in the approval flow that can be approved by the person requesting the approval, will be automatically approved. You can also enable the setting 'Applies to admins.' If enabled, the approval flow will be applied to module and platform admins as well - they will need approval for their own actions.
- Lastly, define the approval steps. The approver's can be: specific person(s), manager, manager's manager, HRBP, team member or admin).
Please note:
- If multiple approval flows apply to a specific user, the configuration highest in the list will be used. Please drag to change the approval flow priorities.
- If an approval request is required for specific absence type, then the following will be true:
- If an employee makes any changes or deletes a past, in-progress, or future absence request of that absence type, then these changes will re-trigger the approval flow.
- If no approval flow is designated, then the submitted requests/changes will be auto-approved.
Absence approval details
Once submitted this is how an approver will see the absence request:
- To edit the absence request, click on the pencil icon below.
- To delete the absence request, click on the trash bin icon.
- To see the change history of the absence, click on the clock icon.
Approve absences in Bulk
If an approval flow is enabled for absences, the approver will receive submitted requests under their "Approvals" tab on their home page. To approve these requests in bulk, simply check the boxes on the left side of the request, and select approve. This may be helpful when managing requests of small teams or multiple one day absence requests of team members, without the necessity to check the calendar view.
View list of absence awaiting approval
Through utlizing the list view in the absence calendar, super admins and managers can quickly view all absences that are awaiting approval through using the filter "approval status: pending." Furthermore, they can filter down absence approval requests (approved or pending) through using the timeframe filter.