The approval flow for various requests can be set to a 2-level setting requiring two employee approvals instead of the normal 1-level.
Paid vacation requests can remain in the normal 1-level approval process, while only timesheet requests require 2-level approval.
It is also possible to use specific special holiday requests with 2-level approval.
［Cancel request after approval］
If the employee requests cancellation after approval, the cancellation is completed with the normal 1-level approval, not the 2-level approval.
To use this feature, please follow the steps below.
Setting approval patterns
Apply 2-level approval to employee types
Applying 2-level approval to specific employees
To set up the 2-level approval for special holiday
［Employee type settings］
Employees: After request
Employees: Requests with different approval level settings at the same time
Setting approval patterns
You set this to be a 2-level approval for various requests other than special holidays.
Note: Special holiday requests are set up on a separate screen. Refer to “To set up the 2-level approval for special holiday.”
① Click on ADMINS [Approval requests].
② Click on “Time & leave related” - “Approval schemes”.
③ Click on “Add new.”
④ Enter the pattern name, etc.
⑤ Among the various requests other than special holidays, select the request(s) to which the 2-level approval is to be applied and specify “2-level (supervisor + supervisor's supervisor)”.
If you have already created an “Approval group” in advance, specify either “2-level (supervisor + supervisor's supervisor)” or “2-level (supervisor + approval group)”.
(Example in the above figure) You set up a timesheet request with a “2-level (supervisor + supervisor's supervisor)”.
Note: For details on how to set up approval groups, refer to “Setting approval groups” in “Setting and applying approval groups”.
⑥ Click on “Save.”
⑦ The 2-level approval you specified in ⑤ is now reflected. Click "Return to list.
⑧ In the list you will see the pattern name and description.
Apply 2-level approval to employee types
Next, apply the 2-level approval pattern created in “Setting approval patterns” to the target employee type(s).
*If you want to apply only to specific employees, please refer to “Applying 2-level approval to specific employees”.
① Click on ADMINS [Employee type settings].
② Click on “HR.”
③ Click on the name of the employee type to which you wish to apply the 2-level approval pattern.
④ Click on “Edit.”
⑤ In the “Approval scheme” field of “Approvals related settings,” select a 2-level approval pattern name.
(Example in the above figure) Specify “2-level approval (Timesheet)” created in the previous section “Setting approval patterns”.
⑥ Click on “Save.”
⑦ The 2-level approval pattern specified in ⑤ is now reflected.
Applying 2-level approval to specific employees
If you wish to apply the 2-level approval to only specific employees, rather than all employees of the employee type, follow the steps below.
You may exclude only specific employee from the employee type you have applied.
You may not apply (or exclude) 2-level approval for a special holiday request to only certain employee.
① Search for the employee you wish to set up for 2-level approval by employee ID, name, etc.
② Click on “Settings” - “Employment / HR settings” - “Teams & approvals”.
③ Click on “Edit.”
④ In the “Approval scheme” field, select a 2-level approval pattern name.
(Example in the above figure) Specify “2-level approval (Timesheet)” created in the previous section “Setting approval patterns”.
⑤ Click on “Save.”
⑥ The 2-level approval pattern specified in ④ is now reflected.
［To exclude only certain employees after application］
In ④, select “Standard (1 level only)” from the “Approval scheme” field.
To set up the 2-level approval for special holiday
The approval method for special holiday requests is set on the create (edit) screen for each special holiday.
The standard setting is 1-level approval; if you want 2-level approval, you will need to change the setting.
If you change to 2-level approval, it will apply to all employees unless you limit it to a specific employee type.
You cannot apply or exclude 2-level approval only to certain employee.
① Click on ADMINS [Company settings].
② Click on “Leave” - “Special holidays”.
③ Click on the special holiday name you wish to change to the 2-level approval setting.
④ The “Approval method” is the standard “1-level (supervisor only)”. Click “Edit”.
⑤ In the “Approval method” field, specify "2-level (supervisor + supervisor's supervisor).
If you have already created an “Approval group” in advance, specify either “2-level (supervisor + supervisor's supervisor)” or “2-level (supervisor + approval group)”.
＜Screen when 2-level (supervisor + approval group) is selected＞
The “2nd level approval group” column appears at the bottom.
This is where you specify the approval group for the 2-level of approval. It must be approved by one member in that group.
Note: For details on how to set up approval groups, refer to “Setting approval groups” in “Setting and applying approval groups”.
⑥ Click on “Save.”
⑦ The 2-level approval you specified in ⑤ is now reflected. Click "Return to list.
⑧ You will also see on the list screen that the special holiday you specified has been set to 2-level approval.
［Employee type settings］
At the bottom of the settings screen, there is a field to limit the employee types.
It is possible to change the settings here (e.g., Not set → limit specific employee types), but please note that this will change the types of employees that can be used.
(Example in the above figure) You have been using the no employee type limitation. However, you check the checkbox for the specific employee type.
Employees of employee type “ABC” that you check will use this special holiday with 2-level approval.
However, employees of other employee types who could previously use this special holiday will no longer be able to use it.
If you want other employee types to use this special holiday with 1-level approval, you must create it under a separate new name.
The names displayed (output) on the report screen will also be different, making management more complicated.
If you would like to change this employee type setting from the current setting, please contact our support.
Approval request mail
After the 1-level approver (the employee's supervisor) approves, an approval request e-mail is sent to the next 2-level approver.
The content of the approval request e-mail is the same for both approvers.
Employees: After request
■Cancel request before approval is complete
The status of “Pending” is displayed until the 1-level approver has not yet approved or until after approval.
If the employee clicks “cancel” and then “Yes” from the confirmation screen, the request is deleted.
■Cancel request after approval is complete
The “Approved” status is displayed because it has been approved up to the 2-level approver.
The employee clicks “cancel” and then “Yes” from the confirmation screen.
The cancellation is complete when the 1-level approver approves the cancellation request.
The cancellation does not require approval of the cancellation by the 2-level approver.
■Resend
If the employee clicks “resend” when the 1-level approver has already approved the request, the request for approval (or approval of cancel request in the case of a cancel request) notification will be sent again to the 1-level approver, not to the 2-level approver.
It will not be sent to the 2-level approver.
The 1-level approver must re-approve the request. After approval, the 2-level approver will approve.
Employees: Requests with different approval level settings at the same time
If an employee requests 1-level approval and 2-level approval at the same time, they will not be separate approval requests.
The approval level will vary depending on the combination.
●Combination of special holiday and “Leave related requests” in “Approval requests > Time & leave related > Approval schemes”
The approval level is done at the approval level set in the “Leave related requests”.
(e.g. 1) If “Paid vacation” under “Leave related requests” is approved at 1-level and “Marriage leave” under “Special holiday” is approved at 2-level, it will be approved at 1-level.
(e.g. 2) If “Paid vacation” under “Leave related requests” is approved at 2-level and “Volunteer leave” under “Special holiday” is approved at 1-level, it will be approved at 2-level.
●Combination in “Leave related requests” in “Approval requests > Time & leave related > Approval schemes”
It will be the 2-level approval.
(e.g.) If “Paid vacation” under “Leave related requests” is approved at 1-level and “Unpaid time off” is approved at 2-level, it is the 2-level approval.
＜Notes＞
Approval point for the 2-level approver
Approval requests will not appear in the “Notices” section of the dashboard screen for 2-level approvers.
Please approve the request from “SUPERVISORS > Approvals” or the approval request notification e-mail.
1-level approver changed
Requests and approver are tied together.
If the 1-level approver is changed after the approval is completed, the employee's request for cancellation will not be sent to the new 1-level approver.
It will be sent to the 1-level approver before the change.
Therefore, if the 1-level approver prior to the approved change still work at your company, that employee should approve the cancellation request.
If the employee has already resigned, someone with administrative authority at your company should approve the cancellation on his/her behalf.
Click here for the Japanese version of this manual.
2段階承認の設定と適用
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