The multi-level approval workflow is available for the Leave, Expense, Benefit and Forms modules. This feature allows you to set different approval flows depending on your organisation's requirements.
Note: Please contact our Support team if you require this feature to be enabled on your account. |
Getting Started
Step 1: Go to Settings and click Company Settings.
Step 2: Click Approvals.
Note: The steps below apply to all modules — Leave, Expense, Benefit and Forms. Click the corresponding module tab to begin setup. |
Module-Specific Options
Each module lets you configure approval flows either globally (for all items) or for specific types/categories. Any item without its own dedicated flow will automatically fall back to the All setting.
Leave Module
You can configure approval flows for all leave types or for specific leave types.
- All: The workflow applies to every leave application, regardless of leave type.
- Specific leave type: Create unique flows tailored to individual leave types (e.g., Sick Leave requires Manager → HR, while Annual Leave goes to Manager → Manager's Manager).
Any leave type without its own workflow will automatically follow the All setting.
For example, if your organisation requires a unique approval process for Sick Leave, you can configure that leave type to first go to the employee's Manager and then to HR — while all other leave types continue to use the general flow.
Benefit / Expense Module
You can configure approval flows for all benefits / expenses or for specific categories.
- All: The workflow applies across all benefit and expense claims.
- Specific benefit / expense type: Create unique flows per category (e.g., Medical Reimbursement requires Manager → HR, while Transport Claim requires only Manager approval).
Any benefit or 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 per template (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.
Setting Up an Approval Workflow
Step 3: Choose to use the Default Workflow or create a customised approval flow. The Default Workflow applies to all employees unless overridden.
To edit, click the icon, then click
.
Step 4: Enter a name for your workflow.
Step 5: Select the Approving Officer by clicking the dropdown and choosing from the available options.
| Approver Type | Description |
|---|---|
| Super Admin | The superuser on the account. |
| Manager | The employee's assigned Supervisor (configured in User Admin). |
| Manager's Manager | The Supervisor of the employee's Supervisor. |
| Specific User | Any other user on the system. |
Example:
Aarav Bender is the submitter, and Alia Castro is assigned as his Supervisor — making Alia Castro his Manager.
Alia Castro's Supervisor is Calvin — making Calvin Aarav Bender's Manager's Manager.
Step 6: To add another approval level, click . A second Approving Officer field will appear for you to configure.
Repeat this step for any additional approval levels required.
Step 7: Optionally, set up a notification email to be sent once the request has been approved. Click the dropdown to view the employee list and select the relevant recipients.
This is an example of how the notification will appear to those notified after a leave request is approved:
Step 8: Click Apply and select how the workflow should be assigned.
Apply to all employees — The workflow becomes the default approval flow for every employee.
A confirmation pop-up will appear:Tick whichever options are applicable, then click Save Changes.
Apply to specific employees — Allows you to select individual employees from a list. A pop-up window will appear:
Select the employee(s) to whom this workflow will apply, then click Save Changes.
Creating a Workflow for a Specific Employee
If you need to assign a unique approval flow to an individual employee, navigate to the Approvals page and click the icon under the Actions column next to that employee's name.
Follow Steps 5–8 above to configure the workflow accordingly.
Special Feature: Reminder Function
Note: The reminder function is not enabled by default. Please contact our Support team to have this feature activated on your account. |
Once enabled, you will see an option to add automated reminders at each approver level. Reminders prompt pending approvers to take action if a request remains unactioned after a set number of days.
To set up reminders:
- Click the ✏️ (pencil/edit) icon to open the workflow for editing.
- Click + Add Reminder.
- A new section will appear where you can specify how many days after an action becomes pending the reminder should be sent.
- If you need multiple reminder triggers for the same approver, click Add More to configure additional reminders.
Once you have finished configuring reminders, click Save Changes to apply your settings.