Set up approvers

This training manual provides a step-by-step guide on how to set up approvers in the HRIS + Payroll system. Setting up approvers allows employee requests to follow the correct approval hierarchy, ensuring they are reviewed and approved by the appropriate personnel.

PurposeCopy Anchor Link

To help users:

• Configure approvers for each team
• Assign one or more approvers to employees within a team
• Define the approval hierarchy
• Ensure employee requests follow the correct approval workflow

PrerequisitesCopy Anchor Link

• Access to the HRIS + Payroll system
• Permission to access the Employee Module
• Temployees are already created in the system
• Employees who will serve as approvers are active in the system

Step 1: Navigate to the Employee ModuleCopy Anchor Link

To begin setting up approvers, navigate to the HRIS + Payroll application.

Once inside the system, click the Employee Module.

Step 2: Open the Approvers ModuleCopy Anchor Link

From the Employee Module, select the Approvers module.

A list of all teams, including employees with no assigned team, will be displayed.

Step 3: Assign Employees to a TeamCopy Anchor Link

Upon opening the Approvers module, employees who have not yet been assigned to a team will appear under the No Team Approvers tab.

Assign employees to the appropriate Approver Team to determine where their requests will be routed for approval. There are two ways to move employees into a team: Option 1: Move a Single Employee

1. Locate the employee under the No Team Approvers tab.

2. Click the Move button beside the employee.

3. Select the destination team.

4. Click the Move button. Option 2: Move Multiple Employees

5. Select the checkbox beside each employee you want to move.

6. Click the Move Selected User button displayed above the employee list.

7. Choose the destination team from the dropdown list.

Once the assignment is complete, the selected employees will be removed from the No Team Approvers tab and will appear under the selected Approver Team.

Step 4: Create or Manage TeamsCopy Anchor Link

The team tabs displayed at the top of the page represent the available approver teams.

Users can create a new team or update an existing team name as needed. To create a new team:

1. Click the Add+ tab.
2. Enter the team name.
3. Click Submit

To edit an existing team:

1. Navigate to the Team module.
2. Locate the team you want to modify.
3. Click the Edit icon.
4. Update the team name.
5. Click the Save (check) icon

Note: The team names shown in the Approvers module are samples only. You may create or rename teams based on your organization's structure.

Step 5: Add ApproversCopy Anchor Link

Click the + Add Approvers button.

A panel will appear where you can assign one or more approvers for each approval level. Multiple approvers can be assigned to the same level. If one approver is unavailable, another approver at the same level can still process the request, helping prevent delays.

Step 5: Set the Approval HierarchyCopy Anchor Link

Assign the approval level according to your company's approval process. Level 3 – First Approver Level 2 – Second Approver Level 1 – Final Approver

After completing the setup, save your changes. The system will follow the configured approval hierarchy when routing employee requests.

Expected resultCopy Anchor Link

• Employees (requestors) are successfully assigned to the appropriate Approver Team.
• Approvers are successfully assigned to the selected team.
• The approval hierarchy is configured correctly.
• Employee requests are automatically routed to the assigned approvers based on the configured approval levels.
• The assigned requestors and approvers are reflected in the Approvers module.

TroubleshootingCopy Anchor Link

• Unable to add approvers
  • User does not have permission to manage approvers
• Approver not available in the selection list
  • Employee is inactive in the system
  • Employee record has not yet been created
• Changes not reflected after saving
  • Refresh the page and verify that the approvers/requestors have been assigned
  • Check if changes were successfully saved
• Cannot delete a Team
  • The team still has assigned employees or approvers
  • Transfer or remove all assigned users before deletion
• Invalid Levels error when assigning approvers
  • One or more approval levels were skipped (e.g., Level 2 assigned without a Level 1 approver)
  • Ensure approval levels are assigned sequentially starting from Level 1 before adding higher approval levels

NotesCopy Anchor Link

• Multiple approvers can be assigned to the same level
• Any available approver within the same level can approve requests
• Teams can be renamed at any time
• A team can only be deleted if it has no assigned requestors or approvers
• Only authorized users should manage approver teams and approval hierarchies