Approval Workflow

Approval workflow helps to streamline the workflow process by cutting out tedious manual routing, data collection and reporting, the overall process, starting with the employee’s approving his own timesheets and concludes until the manager’s approval.

It is designed to reduce the processing time of Timesheet approval process and offers the highest possible grade of efficiency and traceability.

How to Setup an Approval Workflow ?

Step -1 - Defining Pay Cycles - The Pay roll cycles should be defined in compliance with timezone selection in order to establish the Approval workflow process. The approval process would run at the end of each paycycles.

Dashboard > Settings > Payroll Cycles

Step - 2 - Approval Workflow Path - Approval path identify the individuals who will be approving Employees timesheets. The approval workflow define the approval process and also controls which manager approves first, second, and so on.

Dashborad > Settings > Approval Workflow

2.1 - Access Privileges - The Login access can be defined and assigned for each approval level which will have a specific approval function within the approval path.

Dashboard > Settings > Login Profiles

2.2 - Assigning Next level reporting - Each employee should be assigned with next level reporting manager who will have a specific approval function within the approval path.

Dashboard > Employee Edit > Employment Information > Employee Manager

Step - 3 - Assigning Approval Workflow - The Approval workflow should be assigned to each employee along with paycycle and specifically defined approval path so that the Employee can prove the accuracy of his time sheet, before it will be forwarded for next level approval.

Dashboard > Employee Edit > Paycycle

Dashboard > Employee Edit > Attendance > Approval workflow

Note:- In the case of BambooHR Integration the system will automatically update the organizational structure as per BambooHR.

2.3 - How to create Approval Workflow - Once the approval path has been generated, the approval workflow can be easily created by arranging the approval levels according to the approval paths.

Dashboard > Settings > Approval Workflow > Click on “+” to create a new Approval workflow > Name the workflow > Create an identification code > Select Trigger as “ Paycycle End “ > Update the buffer time to review timesheets before running the workflow > Select approver levels from the dropdown > Click Add

Note :- Multiple Approval workflows can be created and assigned based on operational requirements

Step - 3 - Assigning Approval Workflow - The Approval workflow should be assigned to each employee along with the pay cycle and specifically defined approval path so that the Employee can prove the accuracy of his time sheet before it will be forwarded to the next level of approval.

Dashboard > Employee Edit > Paycycle

Dashboard > Employee Edit > Attendance > Approval workflow

How to approve Employees Timesheets:- The Timesheets can be approved by using one of the following methods

1:- Timesheet Approval through Time Cards :- Managers and employees can approve timesheets by clicking the Approval button after reviewing and updating the changes as needed.

2:- Timesheet Approval Through Consolidated Report :- In the event that mass approval is required, timesheets can be approved using a Consolidated report by simply selecting and approving all employees at once.

Presigning Approval Process:- The presiging Approval process allows managers and employees to use digital signatures to verify and approve Timesheets.

The process if enabled allows Employees and Managers to update a digital signature each time when they approve the timesheet , It includes an optional process of approving Timesheets through an email.

How to Verify and Approve a Timesheet using a Digital Signature ?

To approve the timesheet with a digital signature, the user can either upload an image of the signature or digitally sign the timesheets while approving. here is the navigation to upload a digital signature

Dashboard > My Account > Signature > Upload signature > Update

How will managers and employees be informed about the approval process?

To notify employees and managers about the timesheet approval process, an automated emailer is set up and executes at the end of a paycycle.

How to check the Approval Status :-

An Approval status report can be used to determine the approval status.

How to export Approved Timesheets:-

The timesheets can be exported / emailed in PDF and Excel formats using the default timecard export options.

Dashboard > Emoloyee Edit > Signature