Articles on: Initial setup for admins
This article is also available in:

Approve vacation requests

As a rule, leave requests are sent to the department manager, but this can be overridden for each individual employee by setting the approver.

For example, if you have someone in a department who needs their leave approved by someone other than the department head, this can be set in the employee's settings.

Let's get started



Go to Settings > Users > and click the pencil icon for Edit.



You'll be automatically redirected to the user profile. From here, click on to Approver from the left side rail.



Selecting an Approver


You can now assign an approver for the selected user. The email notification of the leave request will only be sent to the assigned approver, who must then approve or deny it.

The following options are available:
Department Manager: Designed for managers who have the right to approve absence requests, but their own leave requests must be approved by higher-ranking managers or executives.
Synchronize with the manager from the user’s Microsoft profile: The approver is synchronized with the manager from the Microsoft profile.
Custom: This option offers four approval procedures, whose functionalities are described below.

Approval Procedures for Custom Approvers



1. Linear - All must agree (linear-all-must-agree):


Approval Process: Approvers are contacted one after the other.
Action: Each approver must individually agree for the request to be approved.

Upon Rejection: If an approver rejects, the request is immediately denied and the approval process stops.
Notification upon Rejection: All previously contacted approvers as well as the requester and the creator are immediately informed of the rejection and the reason.

Upon Approval: Only when all approvers agree is the request marked as approved.
Notification upon Approval: All approvers, the requester, and the creator receive a notification that the request has been approved by all approvers.

2. Linear - One must agree (linear-one-must-agree):


Approval Process: Approvers are contacted one after the other.
Action: At least one approver must agree for the request to be approved.

Upon Agreement: The request is immediately marked as approved once the first approver agrees.
Notification upon Approval: As soon as the first approver agrees, all approvers, the requester, and the creator receive a notification of the approval.

Upon Rejection by All Approvers: If all contacted approvers reject, the request is denied.
Notification upon Overall Rejection: The requester and the creator are informed that the request has been rejected after all approvers have made their decision.

3. Parallel - All must agree (parallel-all-must-agree):


Approval Process: All approvers are contacted simultaneously.
Action: Each approver must agree for the request to be approved.

Upon Rejection: If an approver rejects, the request is immediately marked as denied.
Notification upon Rejection: All approvers as well as the requester and the creator are informed of the rejection.

Upon Approval: The request is only approved when all approvers have given their agreement.
Notification upon Approval: After all agreements are received, all approvers, the requester, and the creator receive a notification of the approval.

4. Parallel - One must agree (parallel-one-must-agree):


Approval Process: All approvers are contacted simultaneously.
Action: The request is approved as soon as one approver agrees.

Upon Agreement: The approval process is completed once the first approver agrees.
Notification upon Approval: All approvers, the requester, and the creator are informed as soon as the request is approved by the agreement of one approver.

Upon Rejection by All Approvers: If all approvers reject, the request is denied.
Notification upon Overall Rejection: As soon as it is clear that all approvers have rejected the request, the requester and the creator are informed of the rejection.


Approving Leave Requests



To do this, either click on the bell icon in the upper right corner or directly on the leave request from the overview page to see all pending leave requests. All leave requests are grouped by approver.






Approval Rules:



General Notification Rule:


Upon Any Status Change: The requester is notified of every approver’s decision unless the decision results in an immediate overall status change of the request (approval or rejection). In this case, the corresponding notification for the overall status change is sent.

Substitution Rule: If an admin or manager acts on behalf of an actual approver, the actual approver receives a notification that the approval or rejection was made by person XY.

Roles and Permissions:



Every absentify user role has its own access rights. This is described in more detail below.

Creator:

The person who submits the request. This can be the employee themselves, an admin, or a manager.
Can also be listed as an approver in the approval chain.

Approver:

Is an approver within the approval process.
An employee has at least one approver.
Can have multiple approvers, acting according to the set approval rules (linear or parallel, all must agree or one must agree).
An employee can be assigned as their own approver.

Manager:

Can create requests for employees in their department.
Can act as an approver for employees in their department.

Admin:

Can create requests for any employee.
Can configure the settings of approvers for any employee.
Can act as an approver for any employee.

Special Permissions for Admin Users
Admin users generally do not receive email notifications or leave requests unless they are approvers themselves. However, they have the ability to approve leave requests, which is useful if a manager is on leave.


Need help?



For further assistance, feel free to contact absentify support. If you have suggestions for new features, please leave recommendations on the absentify roadmap. We're here to help you make the most out of absentify!


Related articles



Individual user permissions
Adjusting maximum carryover
Upgrade: More than one approver

Updated on: 13/07/2024

Was this article helpful?

Share your feedback

Cancel

Thank you!