Add a New Approval Configuration

This screen allows you to create a new approval configuration for leave requests, by defining its scope of application (departments, branches, type) and its approval path (single or multi-cycle). In this article, we explain the steps to add one in detail.

Before You Begin

• You must have the “Manage Attendance Settings” or “Manage HR System” permission to access this screen.

How to Access the Screen

1. From the main menu, click “Attendance.”
2. Click “Settings.”
3. Click the “Approval Configurations” card.
4. Click the “Add Approval Configuration” button.

Steps to Add a New Approval Configuration

1. Fill in the Basic Information fields:
   • Configuration Type (required): specify the type of configuration you want to create, either Leaves or Requests, since the remaining fields change based on this selection. (Default: Leaves)
   • Configuration Name (required): enter a distinctive name for this configuration to make it easier to identify later within the configurations list.
   • Status (required): specify the status of this configuration, either Active or Inactive. (Default: Active)
   • Departments (required): select the departments this configuration will apply to, or leave the default value “All Departments” to apply it to all departments.
   • Branches (required): select the branches this configuration will apply to, or leave the default value “All Branches” to apply it to all branches.
   • Type (required): select the employee type(s) this configuration applies to, or leave the default value “All.”
   • Leave Type (optional): select the leave type(s) this configuration applies to. This field only appears when “Leaves” is selected as the configuration type. (Default: All)
   • Request Type (optional): select the request type(s) this configuration applies to. This field only appears when “Requests” is selected as the configuration type.
   • Allow entering leave applications in past dates (optional): enable this option if you want to allow employees to submit leave requests for dates prior to today’s date. (Disabled by default)
2. Fill in the Approval Configurations fields:
   • Approval Type (required): specify the required approval path, either “Single Approval” for one level, or “Multi-Cycle Approval” to pass the request through more than one level in sequence. (Default: Single Approval)
   • Approvers: At least one of the following options must be enabled:
     • Direct Manager: enable this option to make the Direct Manager available as a source that can be selected within the approval levels. (Enabled by default)
     • Department Managers: enable this option to make Department Managers available as a source that can be selected within the approval levels.
     • Other Employees: enable this option to allow selecting any employee specified by name as an approver manually, with no restrictions on their type, status, or job role.

   • Approval Cycle Levels

     • Approvers (per level) (required): from each level’s list, select one or more of the sources enabled above. If you select more than one approver at the same level, it is enough for any one of them to approve to complete that level.
     • Add a new level (optional): click “Add” below the table to insert a subsequent approval level in the sequence; it can be deleted later via the trash icon (except for the first level).
   • Early Approval:
     • Allow higher levels to act early (optional): enable this option if you want to allow approvers at higher levels to take action before the lower levels are completed — approval from a higher level immediately finalizes the request, bypassing anything below it, and rejection from a higher level rejects the request immediately. (Disabled by default)
3. Click Save to complete creating the configuration.

How the System Works Upon Saving

• The configuration is applied immediately to any new request falling within the scope of the specified departments, branches, and types.
• Requests that were already being processed before saving are not affected by the new approval cycle.

Important Notes

• The “Leave Type” or “Request Type” field appears customized based on the “Configuration Type” specified above.
• The first approval level cannot be deleted from the approval stages summary table.
• If the same person appears at more than one level (such as being both the Direct Manager and the Department Manager for the same employee), their approval once is enough, and the system automatically skips any subsequent level containing them.