Set up time off approval settings

Learn how to set up approval settings and assign approvers for Time off.

Approval options

When an employee requests time off, you can define who will be required to approve the request and how many levels of approval (up to 2 levels) will be required. You can define approvers via:

  1. Role: you can set who will be in charge of approving a Time off requests by role:
    • 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. 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 because if the 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, e.g., if a given HRBP leaves the company, their replacement will get the Time off requests.

Approval settings

Choose the setting that's right for you:

  • Company approval settings: These are the default approval settings that apply to all the employees in the company.
  • Policy specific approval settings: These specific approval settings can be set for a given policy. Any employee that is assigned to that policy will have his approval settings pulled from the Policy instead of the company approval settings. This option does not allow you to override the approval settings at the employee level. See 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).

Note: There are specific approval settings for Sick policy where every request for sick leave must be approved only by the HRBP. On the other hand, when it comes to Vacation there is no special approval scheme, so the approval settings will rely on the company default or specific employee settings that override the company default settings.

Examples

Olivia is a CEO and requests Time off; the default approval settings were overridden - in fact, they were set to no approval required. Nevertheless, she is assigned to the Sick Policy UK, so 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.

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How to set up the company approval scheme

    1. From the left menu, select Settings > Time Off.
    2. Click the Approvers tab.
    3. Select an approver from dropdown, either by role or by Employees and selecting a specific name.

      Note: This screen will show you the default company approval settings. You can override the settings by changing the 1st and 2nd level approver. 2nd level approval is not mandatory. You can disable it by clicking None.

How to set up 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; Requests and Approval, step 4 in the policy setup wizard.

You can set whether the approval will be defined by the Policy via Custom, or based on the Employee approval settings.

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Company-wide approval settings

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.

Employee approval settings

You can override the company default approval for a specific employee. This means that any Time off requests submitted by the employee (apart from policies that have specific approval settings), will require the approval of the settings defined for the employee.