The multi-level approval workflow is available for the Leave, Expense, Benefit and Forms modules. This will allow you to set different approval flows to follow depending on your organizational requirement.
NOTE: Please contact our Support team if you require this feature.
Step 1: Go to Settings and click on Company settings.
Step 2: Click Approvals.
NOTE: The steps below apply for all, Leave, Expense, Benefit and Forms. Click the corresponding module to setup.
Module-Specific Options
Leave Module
You can configure approval flows for all leave types or for specific leave types.
All: The workflow applies to every leave application for all leave types
Specific leave type: Create unique flows (e.g., Sick Leave requires Manager ➜ HR, but Annual Leave goes to Manager ➜ Manager's Manager).
Any leave type without its own workflow will automatically follow the All setting.
Benefit / Expense Module
You can configure approval flows for all benefits / expense or for specific categories.
All: The workflow applies across all benefit / expense claims.
Specific benefit / expense type: Create unique flows (e.g., Medical Reimbursement requires Manager ➜ HR, while Transport Claim requires only Manager).
Any benefit / expense type without a specific workflow will default to the All setting.
Forms Module
You can configure approval flows for all forms or for specific form templates.
All: The workflow applies to every form submission.
Specific form type: Create unique flows (e.g., Training Request goes to Manager ➜ HR, while IT Request goes directly to IT Admin).
Any form without its own workflow will follow the All setting.
However, if your organization requires a unique approval process for a particular leave type (e.g., Sick Leave), you can set up a specific approval flow just for that type. For instance, you could configure sick leave applications to first go to the employee's Manager, and then to HR.
For any leave types where you don't assign a specific approval flow, they will automatically default to the general approval flow you've set under the "All" leaves option.
Step 3: You can initially set the Default Workflow or create a customized approval flow according to your requirement.
The Default Settings is generally applicable for ALL employees. To edit, click on
then .
Step 4: Create the name of your workflow.
Step 5: Select the Approving Officer by clicking the dropdown and choose from the options.
- Super Admin– Superuser on the account
- Manager– The staff's assigned Supervisor (see User Admin)
- Manager’s Manager– The assigned Supervisor of the submitter’s Supervisor
- Specific User– any other User
Example:
Aarav Bender is the submitter, and the Supervisor is Alia Castro. Alia Castro is Aarav Bender's Manager.
Alia Castro's Supervisor is Calvin. Calvin will be Aarav Bender's Manager’s Manager.
Step 6: You can add another approval level, if required. Click on
and the second field of the Approving Officer will then be available for you to set.
Do the same steps for any additional approval levels.
Step 7: You can set for a notification email to be sent out after the claim has been approved. Click the dropdown to see the list of employees and select accordingly.
Note: this is how the notification will reflect for those will will be notified after leave has been approved:
Step 8: Click on Apply, and select:
- Apply to all employees - this will become the approval flow for ALL employees.
You will see this pop-up message:
Tick whichever is applicable, and then click on Save Changes.
- Apply to specific employees - will let you choose from the employees list. A pop-up window will appear:
Select the name/s to whom this WorkFlow will apply to, then click on Save Changes.
If you want to create a separate approval flow for a specific staff, you can directly go to the Benefit Approvals page and click on the icon under the Actions column.
Follow steps 5 - 8 above to setup accordingly.
Special Feature - Reminder Function
📌 Note: If you would like to enable the reminder function, please contact our Support team to enable the feature flag.
Once enabled, you will see a new option to add a reminder for each level of approver. To use this feature:
- Click on the ✏️ (pencil) icon to edit the workflow first
.
- Click on + Add Reminder
.
- This will show a new grey section where you can set how many days after an action is pending to send a reminder.
- If you need multiple triggers to remind the approver, click on Add More to set additional reminders
.
Make sure to save your changes after setting up the reminders.