The approval process refers to the whole work process involving employees' daily leave and working hours applications, by which channels to apply, sending to which approvers, how approvers approve those applications, and finally how employees view the approval results.

In order to make daily administration more efficient, Workstem has specifically designed a [Mobile Approval Function].

  1. The employee submits the application through Employee app.

  2. Then, the application will automatically be transferred to the approver, who can check the application details anytime and anywhere through the Supervisor app, and conduct the approval operation.

  3. After the approval, the employee can check the approval results via the Employee app.

So, who is this approver of the whole work process? Here are some simple introductions of three different approval processes that Workstem system supports.

1. Default Approval Process

In order to reduce the workload in the process settings, the system defaults that the approvers are the immediate supervisors of those employees, based on the common personnel management practice.

Employees apply → Immediate Supervisors → Approve through Supervisor app → Check the application status via Employee app

As long as the employee's immediate supervisor is set up in the employee's file, the system would handle all the applications according to this default approval process. If there are some employees without immediate supervisors, the system would assume that this employee does not need an approver and all his or her applications will be approved directly.

2. Customised Approval Process

If your company has the specific approvers to check the applications or has multiple levels of approval demand, the system supports setting up a customized approval process. The system can handle the process according to approval type (leave/timesheet), or different approval processes according to the employee information.

Operation Steps:

Step 1

Enter the Web portal and click [Settings] > [Approval Process] > [New Approval Process]

Step 2

Select the approval type and set employee information, press [Next].

Select approval type: select [Timesheet] or [Leave] or both. It means that the same approval process can be set up for timesheet and leave, or different approval processes accordingly for each one.

Set the employee information: required. The approval process can be set up separately according to the location, position, department, and people.

Step 3

Click [Add] on the [Approver Settings] page to add new approvers one by one and click [Save] when finished.

If the approver type selects [Direct Manager], then the immediate supervisor would be recognised to be the approver by the system and there is no need to assign another approver.

However, if the approver type selects [Designed Approver], then we could select the verified user accounts employees to be the approvers.

Approval Sequences: If types [1], it means this person is the first approver.

After adding all the approvers, click [Finish] then the customised approval process would be finished. And when the employees apply for leave and timesheet via the Employee app, the system will preferentially handle the approval issues according to the customise approval process.

3. Customised Approver

Apart from setting the customise approval process, the system also supports some temporary situations that enable employees to add the customised approver when they are applying for the timesheet or leave.

On the leave application page, click the [Add] below the customised approver, and then you can choose other user accounts of your company successively to approve the application:

  • You can assign multiple approvers, and the approving sequence is in line with the orders when doing the adding.

  • If you choose the wrong approver, then click [Delete] and reselect.

After adding the customised approver here, the first level approval is still the employee’s immediate supervisor. And after approved by the supervisor, it would transfer to the customised approver.

Via customised approval process and employee customised approver could realise the multiple levels of approval process.

  • As long as one of the approvers choose [Denied], the process will automatically end, and the subsequent approver no need to approve any more.

  • As long as all the approvers choose [Approved], the application will be approved.

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