When an employee requests time off, we can define who will be the entity that will be required to approve the request and how many levels of approval (up to 2 levels) are required for approving a request.
There are two ways to define what is the entity:
By Role: you can set the Role who will be in charge of approving a time off request. There are two roles that can be used:
Manager/ 2nd level Manager: these are out of the box roles that allows you set the approver as the employees Direct Manager (that is the employee's "Reports to" field or the 2nd Level Manager which is the Indirect Manager of the employee (that is the Manager's Manager).
Other roles (based on employee reference): You can re-use other roles that were manually set via the employee reference field. This way you can set, for example, that the approver is an HRBP, a Project Manager or any other role that is required to approve time off requests.
2. Appointed employee: you can set a specific employee who will be in charge of approving time off requests. Start by typing the employee name or browse from all employees via "All" and select the desired approver.
Note: The recommended way of setting an approval is by Role and not a specific employee. This is because if the approver is a specific employee and this employee no longer works for the company, there will be no approver (and the requests will automatically go to Admin). It is better to set a role, so if a given HRBP, for example, leaves the company, their replacement will get the time off requests.
We support three different approval options:
Company approval settings: this is the default approval setting that apply to all the employees in the company.
Policy specific approval settings: you can set specific approval settings for a given policy. Any employee that is assigned to that policy will have his approval settings taken from the Policy instead of the company approval settings. This option does not allow you to override the approval settings at the employee level. please refer to "Create and Manage policies" for more information on setting approval scheme per policy.
Employee approval settings: This allows you to set an approval setting that is specific to a given employee. This way you can override the company default approval settings (but not the policy specific approval settings).
Example: a company default approval settings is that for any request there are two levels of approval: employees direct Manager and then the second level manager.
Additionally, there is a specific approval settings for Sick policy where every request for sick leave must be approved only by the HRBP.
For Vacation, on the other hand, there is no special approval scheme (so the approval settings will rely on the company default or specific employee settings that were set to override the company default settings.
Olivia is the CEO, so for her the company default approval settings were overridden. In fact, they were set to no approval required when she requests time off. Nevertheless since she is assigned to the Sick Policy UK any sick leave she requests, will still have to be approved by the HRBP.
Danny, a regular employee, relies on the company default approval settings. Like Olivia, when requesting Sick leave, the request will have to be approved by the HRBP, but a vacation request will have to follow the company default approval settings (that is the Manager and then the Indirect Manager.
You can define the company-wide default approval settings.
These settings can be overridden on the level of the policy or even the specific employee.
Setting the company approval scheme
Navigate to General settings (the bottom-most menu item) and click on Time Off from the side menu.
Click the "Approvers" tab.
This screen will show you the default company approval settings.
You can override the settings by changing the 1st and 2nd level approver either by selecting an approver from the available roles or selecting an employee from list.
Please note: 2nd level approval is not mandatory. You can simply disable it by clicking "None"
Policy specific approval settings
If you want to set up specific approval settings for a given policy (which cannot be overridden), please refer to Create and Manage Policies and refer to the Policy setup wizard - step 4 "Requests and Approval".
You can set whether the approval will be defined by the Policy (select "Custom") or based on the employee's approval settings.
Employee approval settings
You can override the company default approval for a specific employee. This means that for this employee any time off requests that he submits (apart from policies that have specific approval settings), will require the approval of specific settings that are defined for the employee.