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Employee change request form
Setting up employee change request forms: A step-by-step guide for administrators
Setting up employee change request forms: A step-by-step guide for administrators

Learn how to set up the employee change request

Updated over a week ago

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The recently introduced Employee change request form simplifies and enhances the efficiency of making necessary changes. Located in the "Forms" section of the system settings, this valuable addition empowers managers to seamlessly request changes related to their team members, eliminating the need to wait for administrators.

The default employee change request option includes change requests for salary, compensation, and personal information updates. Administrators have the flexibility to create new change request forms or customize the default ones to align with specific organizational needs.

Take a moment to watch our video tutorial

Before you begin

Set up permissions so that the managers have permission to submit the employee change request from their profile or directory.

1. From the left menu, go to Settings > Roles and permissions.

2. Choose either the 'Managers', 'Team leads', or 'All employees' role.

3. In the Forms settings, select the desired permission. You can grant permission for specific employee change requests or, alternatively, enable broader access by ticking the "Access" option, allowing submission of all employee change requests.

4. Click Save after adding or removing permissions.

⚠️ The Employee change request form may involve sensitive information, so it's crucial to consider who is assigned as the approver or the person submitting the employee change request. If employee salary information is set to be hidden in the permissions, it's important to note that when approving or submitting a Salary update request, the responsible employee will have visibility into the salary history.

How to set up Employee change request

Create a new form according to your needs by editing a preset form or creating one from scratch. You will be able to choose from three types of forms and set up your custom form.

Step 1: Details

  1. From the left menu, select Settings > Forms > Employee change request.

  2. Click + Add to create a new form.

⚠️ To edit a default form, click three dots on the form tile and choose Edit.

3. Enter a Name for the form.

4. Add a Description (optional).

5. To automatically trigger a workflow upon approval request, select the desired workflow from the dropdown.

6. Click Next.

⚠️ A workflow attached to a form is triggered only after all the approvals are submitted. If no approvers are specified in the configurations, the workflow will be initiated immediately upon the submission of the employee change request.

Step 2: Sections

  1. Add sections and select field(s) to include in the form.

  2. Click Next.

Step 3: Approvals

  1. Enable Approvers enabled to add approvers. Search for a specific name or role by scrolling and selecting the condition/person.

  2. To add additional approvers, click + Add approvers. Repeat for as many approvers as you’d like.

  3. Click Complete.

⚠️ Approvers will receive requests in the order configured in the form settings. Every approver in the sequence must confirm the change before it becomes effective. In cases where no specific approvers are set, changes will be automatically updated without the need for individual confirmations.

Requests management for admins

In the dedicated Forms tab, admins have access to a comprehensive requests log. From there they can approve (if it's their turn), reject, force approve (override all approvers), or nudge the next approver in line. This centralizes all change requests in one place for easy review.

How to delegate permissions for managing company-submitted forms

While all system administrators can oversee submitted forms, there are instances where these responsibilities can be assigned to a specific role or employee. For example, you might create a custom role for a particular employee and grant them the necessary permissions to handle submitted forms. To provide access to managing all submitted forms in the system, follow these steps:

1. Navigate to Settings > Roles and Permissions from the left menu.

2. Select the role to which you wish to delegate form management abilities.

3. In the Company Settings tab, locate "General" and activate "Manage company submitted forms" to grant access to all submitted forms.

4. Click 'Save' to apply the changes and update permissions.

⚠️ Individuals with these permissions will gain access to the Forms tab in the menu, allowing them to review, approve, and reject all requests.

How to set up permissions to manage all the forms

All system administrators have the authority to manage forms in the system. However, there are cases where these permissions can be delegated to a specific role or employee. For instance, you can create a custom role for a particular employee and assign them the permissions to manage all company forms in the system. To grant permissions for managing all forms in the system, follow these steps:

1. From the left menu, go to Settings > Roles and permissions.

2. Choose the role to which you want to grant the ability to manage all forms.

3. In the Company settings tab, find and select "Forms" to provide access to all forms and configure the platform.

4. Click ''Save'' to save the changes and apply the new permissions.

⚠️ Individuals with these permissions will be able to create and edit all forms within the system.

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