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Selecting a user's approver

In absentify, all leave requests must be approved by a designated approver. A user's leave requests are approved by their department head by default, however, this can be overridden for each individual employee.

Keep reading to learn learn how to implement this function to enhance accountability and streamline communication for leave requests. This is possible with both the default and the custom option.

Jump to:

Use the default option
Use the custom option
Linear vs. Parallel approval
Special admin permissions

Use the default option

The default approver for each user will be their department manager. To learn how to change department managers visit our support guide on managing departments here.

To view a user's default approver, go to Settings > User, select a user and access their profile by clicking the pencil icon for Edit.

In the pop-up window, select Approver from the side rail. Here, you can select the department manager for that user by selecting the corresponding department.

In the example below, Miriam is the designated approver since she's the head of the marketing department. Only the assigned approver will receive a notification of the leave request, which they can then approve or deny.

Don't forget to click Save to save your changes!

Use the custom option

This function is designed for users who have the right to approve leave requests, but their own leave requests must be approved by higher-ranking managers. This ensures that all requests are approved properly.

From the user's profile whom you'd like to change their approver, go to Approver > Custom.

You'll now have the option to change the approver. However, please note that the selection here may be limited depending on how you've set your privacy permissions for the departments.

To change this, go to Settings > General > Privacy.

For example, with the toggle flipped off, you'll only be able to select approvers who are in the same department as the user. Whereas if you have set the permission feature so that all departments are visible to all users, then all users within the company could be potential approvers (even if they're in different departments).

If you've decided to enable these privacy settings, then the possible approvers displayed for the user will only be those within their department.

Linear vs. Parallel approval

In the custom option, you can also specify by how many members of management the request needs to be approved by and in what order they will receive the request.

Please note that the option to have more than one approver is only available with the "More than one approver" upgrade. To read more about what this add-on has to offer, click here. If you already have this Add-on, keep reading to learn how to use it.

First, select the other approver(s) from the drop down menu.

Once you've selected two or more approvers for the user, you can then determine in which order the request should be sent to the appointed approvers by clicking the arrow under Approval process.

You'll be able to choose from the following four options:

Linear - All must agree: Approvers are sent the request consecutively. All must agree in order for the request to be approved.
Linear - One must agree: Approvers are sent the request consecutively. One must agree in order for the request to be approved.
Parallel - All must agree: Approvers are sent the request at the same time. All must agree in order for the request to be approved.
Parallel - One must agree: Approvers are sent the request at the same time. One must agree in order for the request to be approved.

Select the one that fits your needs and click Save to save your changes.

Please note that all appointed approvers can see the comments or reasons for declining a request from the other approver(s), including the date and time when the other approver(s) responded.

If it not required that anyone approves the leave, you can either select yourself as the approver, or set it up in the Leave Type that the vacation generally does not require approval. To learn more on how to configure this, visit our support guide here.

Special admin permissions

Admin users have the ability to approve leave requests even if they are not the designated approver. To do this, click on the bell icon in the upper right corner to see all pending leave requests.

The designated approver per request will be displayed on this page. In the example below, Adele is the approver for Diego but Miriam (admin user) can still see the leave request and choose to approve or deny it.

As an admin user, you can approve or deny any leave request, but your own leave request must be approved by a higher-ranking manager or business manager.

Related articles:

Quickstart guide for admins
Add users
Vacation allowances and carry over

Updated on: 22/09/2023

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