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Configuring approval of leave requests in policies: best practices and examples
Configuring approval of leave requests in policies: best practices and examples
Updated over a week ago

In the system, it is possible to configure policies with or without approval for leave requests. This article will discuss several examples of the most common configuration settings for approval.

If your company does not require approval for leave requests, you simply skip the approval step when configuring the policies.

If your company requires configuring approval for leave requests, you need to check the "Approvals" checkbox. This will give you access to additional approval settings within your company.

Example 1: Multi-level approval for leave requests

In XYZ company, which specializes in software development, more than 100 employees are distributed across different teams. Specific individuals have been designated for the approval process of leave requests, one after another. In the case of XYZ company, it includes the following individuals:

1. Direct manager: This is the employee's direct manager to whom they report in the organizational structure.

2. Team lead(s): This is the manager of the employee's team. This person knows the team's work and its ability to maintain productivity during the employee's absence.

3. Indirect manager (Manager of Managers): This individual has more influence or responsibility than the direct manager. They consider the general request from a general management perspective and decide on its approval or rejection.

4. HR Manager: A personnel management specialist can be designated as a specific individual from the list of available HR managers.

The approval request will be sent to the selected individuals in the sequence specified in the leave policy settings. In this case, it is the direct manager, team manager, manager of managers, and only then the specific employee.

It is important to note that all individuals selected for approval have equal authority. If any approving individuals reject the request, it will be declined.

The configuration in the system will appear as follows:

On the "Timeline" page of the company or employee's profile, employee Monica Gellar can track the status of her request. The approving individuals are displayed in the order specified in the leave policy. The first approver is Rachel Green, who is Monica's direct manager. After receiving approval from Rachel Green, the request is forwarded to Phoebe Buffay, the team lead to which Monica belongs. Subsequently, the request will be passed on to the indirect manager (manager of managers), and the final approver will be Ross Gellar, the HR manager of the company. Monica can monitor the approval process of her request and see when each approving individual reviews and approves her request.

Each employee will receive notifications regarding approving or rejecting their leave request. In Monica's case, she was notified that her leave request was rejected. By clicking on the notification, Monica was able to review the details and find out that her request was rejected by the team manager.

Example 2: Approval of requests when one of the approving employees is on leave

In the case of XYZ company, which is involved in software development, the approval process for leave requests is carefully organized even when the usual approvers are on leave. In their leave policy settings, they have enabled the option ''Enable substitutions for approvers on leave'' when the regular approvers are unavailable, and they have specified a specific employee, Paris Hilton, for approving leave requests in place of the responsible individuals.

The designated substitute approver, Paris Hilton, can approve or reject leave requests like the other approvers. This ensures the independence and continuity of the approval process even when the regular approvers are on vacation or absent from work.

In the system, it will appear as follows:

When Monica Gellar submitted her leave request, her Team Lead, responsible for the approval, was on leave. However, the system was configured to handle such situations by designating a substitute approver. In this case, the substitute approver specified was Paris Hilton. Therefore, Monica's leave request was automatically forwarded to Paris Hilton for approval in the absence of her Team Lead.

Example 3: Approving requests when one of the approving employees is absent using the 'Employee reference' field

At Dreamland, the process of approving leave requests is carefully organized even when those who usually make approvals are absent themselves. In the leave policy configuration, they have selected the "Enable substitute approvers when absent" feature, and in the "Employee reference" field, they have chosen the custom field "Responsible for approving leave request."

The Dreamland administrator created the custom field "Responsible for approving the leave request" with the field type "Employee select" by going to "Settings -> Employee fields". This field allows to specify a specific person who will be responsible for approving the leave request of each employee.

A new custom field is being implemented in employee profiles, allowing the selection of a backup person for approval in case one of the regular approvers is absent.

For the convenience of Dreamland company, which has more than 100 employees and cannot manually assign individuals for approving absence requests for each employee, the import of custom employee fields is utilized. During the employee import process, the data file includes the identifiers of employees who will be responsible for approving absence requests in the additional field "Responsible for Approval of Absence Request". For more detailed information on importing custom employee fields, you can refer to the following link.

Example 4. Approval of leave request by a 3rd-level manager

At Cats&Dogs, when setting up the leave policy, the 3rd level manager was selected to approve requests. This means that when an employee submits a leave request, the request will be sent to the manager, who is at the third level in the company's organizational structure.

To better understand the approval process and who receives requests for approval, we suggest you go to the organizational chart in the ''Directory'' tab. For example, if Michael Douglas sends a leave request, this request will be sent to the manager, who, according to the company's organizational structure, is the third manager in the chain up. Thus, the person who will receive the request for approval from Michael Douglas will be Monica Gellar.

Example 5. Approving a request from employees who do not have a manager

Employee X does not have a direct manager, indirect manager (manager's manager), or team lead, so his leave request cannot be approved. In this case, XYZ company used the ''Skip unassigned approvals'' feature when setting up the leave policy. This function automatically redirects the leave request of employee X to the next stage, in our case, to a specific employee, Ross Gellar, for approval without blocking the system.

In the system, the setting looks like this:

This article discusses examples of the most common settings for policies that approve leave requests. They include multi-level approval, the ability to replace absent approvers, and processing requests from employees without a direct manager. These settings allow companies to efficiently manage the absence approval process, ensuring productivity and decision independence.

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