What is Approval Routings
An approval routing is a way to have employee requests automatically routed to the appropriate managers for approval, for modules such as Leaves, Expenses and Travel.
For example, when an employee applies to take a leave, the company has to decide who needs to approve this leave request. Some company policies only require the direct managers to approve a request, while some require more than one approval level. This can all be set up digitally in altHR. Once set up, employees can conveniently check on their AltHR app if their requests for leaves or expenses have been approved and completed.
Applying approval routing employees involves 2 Steps
- Creating a General Approval Routing in People Module
- Creating a Default Approval Routing in Leaves, Expenses or Travel Modules.
When approval routings are created in the People module, they are not applied anywhere yet. All possible routings are just stored in a list here for you to select from when setting up default approval routings on each module separately, after which the feature will be applied and active.
There are 3 featurs of General Approval Routings you can set up before applying them to your other modules:
- General Approval Routings
- Cross Company Approval Routing(Only for Grouped Companies. Read more here: How to Group Multi-Companies Into 1 Account)
- Approver Groups for General Approval Routings - This applies when you need more than 1 approver or a certain group of approvers to receive requests, but only 1 of the approver in this group needs to approve or reject the request.
To Set Up General Approval Routing in the People Module:
1. On your admin dashboard, head to the left panel.
2. Click People > Settings.
3. Click on the Approval Routing Tab.
4. On the right of the section, click Create New.
5. Select the first level approver for the employee/organisation. For example, a personal
assistant to a HOD or a particular employee’s name.
6. Click + button to add the next level of approver.
7. Select the second level approver for the employee/organisation, if necessary. For example,
Head of Department (HOD).
8. You can add up to 5 levels of approvers. Each of these levels must approve the request before the request is sent to the next level for approval.
9. Confirm by clicking Confirm.
Once set up, this approval routing should be available to set up in the leaves, expenses, travel and documents module.
To Set Up Cross Company Approval Routings in People Module:
1. On your admin dashboard, head to the left panel.
2. Click People > Settings.
3. Click on the Approval Routing Tab.
4. On the right of the section, click Create New.
5. Toggle On Cross Company Approval Routing . This will allow you to choose employees from one of your other Grouped Companies.
6. Select the first level approver for the employee/organisation. For example, a personal
assistant to a HOD or a particular employee’s name.
7. Click + button to add the next level of approver.
8. Select the second level approver for the employee/organisation, if necessary. For example,
Head of Department (HOD).
9. You can add up to 5 levels of approvers. Each of these levels must approve the request before the request is sent to the next level for approval.
10. Confirm by clicking Confirm.
How to Create Approver Group
1. On your admin dashboard, head to the left panel.
2. Click People > Settings
3. Click on Approver Groups
4. Click on Create Group Routing
5. Key in the Name of the Group of approvers
6. Select the Employees (Approvers) you would like to be part of this group. These employees will be able to approve a leave request the group routing applies to, on a first come first served basis. This group can now be used when creating a General Approval Routing.
**** Note that when the request is approved/rejected by the Approver Groups, the log will will show Approved/Reject by (Name of Approver's Group), not the specific approver's name that perform the approve/reject action.
7. Click on Confirm. You may now select this group as an approver when creating General Approval Routings.
Admins will be able to select this approver group as an approver when creating general Approval Routings.
To activate approval routings in the Expenses module:
1. On your admin dashboard, head to the left panel.
2. Click Expenses > Settings.
3. Click on the Default Approval Routing tab.
4. Click Create New Approval Routing.
5. Select the organisations or employees that the approval routing will apply to.
6. Select from the list of approval routings you have set up in the People module.
7. Confirm by clicking Confirm.
