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Approval Workflows: Multi-Level Event Approval

An approval workflow lets you define who approves employee requests (e.g. leave, absences) and in what order. It is configured once at the system level and then assigned to individual users.

Written by Gregor Bercic

1. Creating an Approval Workflow

  1. In the menu, go to Settings → Approval Workflows

  2. Click the + Add button.

  3. Enter a name for the process (e.g. Single-level approval or Multi-level approval).

  4. Define approvers by level:

    • Level 1 – the first approver (e.g. direct manager). You can add multiple approvers at the same level – approval from any one of them is sufficient.

    • Level 2, 3, … – each subsequent level is only triggered after approval at the previous level.

    • You can add as many levels as needed.

  5. Save the process.

2. Exceptions – a Different Process for Specific Events

If certain events require a different approval flow than the default, add an exception:

  1. In the approval workflow, open the Overrides section.

  2. Click + Add override.

  3. Select the event type (e.g. Annual leave) and define the approvers and number of levels specifically for that event.

Example: All absences are approved by the team lead, but annual leave must be approved by the director.

3. Automatically Approved Events

Some events do not require manual approval – the system approves them automatically upon submission:

  1. In the approval workflow, open the Automatically approved events section.

  2. Click + Add event.

  3. Select the event type (e.g. Business trip) and define who receives a notification upon automatic approval.

Example: Sick leave is auto-approved, and the manager receives an email notification.

4. Assigning an Approval Workflow to a User

Once the process is created, assign it to each employee:

  1. Go to Users → select the employee.

  2. On the Login tab, find the Approval workflow field.

  3. Select the appropriate workflow from the dropdown menu.

  4. Save the changes.

Each user can have their own approval workflow assigned, allowing customization by department, role, or organizational level.

Another option is to assign workflow to multiple users at once with Actions on Users tab:

Frequently Asked Questions

Can one approver act on behalf of another? Yes, if you add multiple approvers at a given level, approval from any one of them is sufficient.

What happens if an approver does not take action? The request remains pending. We recommend setting up email notifications so approvers receive reminders.

Can approver insert a comment when request is approved or denied? Yes, on every level approver can insert a comment.

Does the approval process apply to past requests? No, a newly configured process only applies to requests submitted after the change is made.

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