Introduction
Approval groups facilitate processes between management-level employees and subordinate employees. It allows groups of supervisors or managers to view and approve staff applications for leaves, claims, and attendance records.
When an employee submits a leave request, it is routed to all appointed approvers in the group, ensuring that requests are visible to all and reducing delays due to the unavailability of any specific approver.
With this feature, you can create groups of approvers without defining specific approval rules, or you can configure groups with tailored rules for approving leaves, claims, and attendance records—depending on your company’s needs.
(Note: Only approved items will be included in the monthly payroll. Any items approved after payroll generation will be reflected in the following month’s payroll.)
Article Content:
A. Adding Approval Groups Without Rules
This setup is typically used to assign a group of employees—such as Managers or Supervisors—who can approve applications submitted by their subordinates.
For example: If your company has a group of outlet managers who should be able to approve any staff leave, claim, and attendance submissions, you can create an approval group called All Managers. By adding all managers to this group—without setting specific approval rules—any staff application can be approved by any manager in the group, preventing delays when someone is unavailable.
Step-by-step instructions:
From the sidebar menu, navigate to Company > Approval Groups.
Click on +New Approval Group in the top right corner.
Enter the name of the approval group (e.g., All Managers, Bugis Branch Approvers, Kitchen Staff Supervisors, etc).
Select the employees to be included in the group. These will be the designated Approvers, Managers, or Supervisors.
Click Submit.
B. Adding Approval Groups With Rules
This section explains how to configure a one-tier approval group, where a single level of approvers is responsible for reviewing and approving leave, claims, or attendance submissions.
This setup is suitable when your company requires only one manager/supervisor or one group of managers/supervisors to approve requests, without any additional layers of approval.
If your company needs more than one level of approval, the steps for setting up multiple tiers will be covered in Section C.
In this configuration:
Employees assigned for submission act as Subordinates.
Employees assigned as Approvers act as Managers/Supervisors.
Step-by-step instructions:
From the sidebar menu, navigate to Company > Approval Groups.
Click on +New Approval Group in the top right corner.
Enter the name of the approval group (e.g., All Staff, Bugis Branch Staff, Kitchen Staff, etc).
Select the employees to be included in the group. These will be the designated Subordinates.
Set the Approver Type for the group. You can choose either a single employee or an Approval Group without rules (as created in Section A above).
Select Employee if the approver type is an Employee.
Select Approval Group if you want to allow multiple employees to have approval authority.
Set the submission Category that this approver will be responsible for approving.
If you select Leaves, a dropdown list will appear for you to choose specific leave types. Leave it blank to apply to all leave types.
If you select Claims, a dropdown list will appear for you to choose specific claim types. Leave it blank to apply to all claim types.
If you select Attendance Logs, no further selection will be required.
Click Submit to complete your approval group setup.
C. Adding Multiple Tiers of Approvers
In some cases, you may want certain applications to go through more than one level of approval. This feature allows you to set up multiple tiers of approvers, ensuring that requests are reviewed and approved in sequence according to your company’s hierarchy or policies.
After adding the first tier of approvers (steps in Section B above), you can create additional levels by clicking + Add New Rule below the first-tier rule. Each new tier will act as the next level of approval in the process.
All required steps for setting up additional tiers are the same as those described in Section B.
Note: Currently, the system supports up to two tiers of approval groups.
D. Managing Existing Approval Groups
You can easily view, edit, or delete approval groups that have already been created. This allows you to keep your approval setup up to date and aligned with any changes in your company’s structure or policies.
Step-by-step instructions:
From the sidebar menu, navigate to Company > Approval Groups.
Locate the approval group you wish to manage, then click the corresponding icon to View, Edit, or Delete it.
Editing an approval group will open the configuration page, where you can make changes following the same steps outlined in Sections A to C above.
E. Additional Email Notification Recipients
You can use this field to include additional email recipients who should be notified based on the selected category and notification status. Please note that these recipients must be either onboarded as employees in the account or listed as admins.
For any additional notifications, you can click the + Add New Notification button.
Should you encounter any difficulties, please feel free to contact us via the support chat icon on the bottom right of the screen or by emailing support@payboy.biz.