Setting up a Leave Approval Flow allows you to automate the approval process based on specific conditions, such as position, department, or leave type. Each leave request will automatically route to the appropriate approver, saving time and ensuring consistent approval logic across your organisation.

💡 Note: Before creating a Leave Approval Flow, ensure you have already created your Leave Types.

1. Navigate to Approval Flow Page

From the side navigation bar, click Leave and select Approval Flow from the dropdown.
Click ➕ New to create a new Leave Approval Flow.

2. Fill in the Approval Flow Details

In the pop-up window, fill out the following fields:

a. Name: Enter a name to differentiate this flow (e.g., “HQ Office Leave Flow”).

b. Description: Add notes for clarity (e.g., “Applicable for HQ employees only”).

c. Assign Companies: Select the companies this flow applies to.

d. Click Get Started to proceed.

3. Set the Starting Point (Trigger)

You’ll be directed to the workflow canvas. The starting point is labelled “New leave applied by employee”, which represents when an employee submits a leave request.

📝 Note: Employees who require approval will not be assigned automatically. For existing employees, please assign the approver directly from their employee profile. For new employees who have not yet been onboarded, you can assign it during the onboarding process; either single or through mass onboarding.

Click ➕ Condition to define who this flow applies to:

Position (e.g., Supervisor, Manager)
Department (e.g., HR, Operations)
Employee Group (e.g., Full-time, Part-time)
Employee Tag (e.g., Contract, Probation)

🖇️ Reference Guides:

👉Follow this guide to create a Position

👉Follow this guide to create a Department

👉Follow this guide to create an Employee Group

👉Follow this guide to create an Employee Tag

Example:

You can select “Position” → “Executives”.

Add multiple conditions if this flow applies to several roles.

4. Configure Leave Type Conditions

Move down to the Condition box.

By default, it applies to all Leave Types unless you specify otherwise.
Click ➕ Condition to add rules

Select Other Leave Types → toggle ON → choose from dropdown (e.g., Annual Leave, Sick Leave). You can choose more than one leave type.
Taken Leave Day is greater or equal to → toggle ON → enter the threshold (e.g., 3 days).

Combine conditions using AND / OR logic.

Logic Description

AND Connector

When you select AND, it means both conditions must be met before the request proceeds to the next approval stage.

Example Scenario:

You toggle on “Select other leave types” and choose OIL Leave Type.
You also toggle on “Taken leave day is greater or equal to” and set it to 3 days.
You then select AND as the connector.

Result:

✅ If an employee submits OIL Leave for 5 days, both conditions are met - the request will proceed to the next approver for this condition.
❌ If an employee submits OIL Leave for 1 day, the conditions are not met - the request will not proceed and will return to the default approver for action.

OR Connector

When you select OR, it means only one of the conditions needs to be met before moving to the next approval stage.

Example Scenario:

You toggle on “Select other leave types” and choose OIL Leave Type.
You also toggle on “Taken leave day is greater or equal to” and set it to 3 days.
You then select OR as the connector.

Result:

✅ If an employee submits OIL Leave for 1 day, this fulfils one of the conditions, and the request proceeds to the next approver.
✅ If an employee submits Annual Leave for 5 days, this also fulfils one of the conditions, and the request proceeds.
❌ If an employee submits Annual Leave for 1 day, neither condition is met - the request will revert to the default approver for approval.

🗑️ To remove a condition, click the Bin icon.

➕ To add more, click the +Condition button and repeat the steps.

Click the + icon to set up the approver before the request reaches its final approval stage.

5. Set the Approver Workflow

In the Approver box

Click Edit status to adjust the Status Name (default: Wait to approve) and optionally, change the Colour for easier visual tracking.
Choose the Approver Type:
- Employee
- Position
- Department
- Employee Group
- Employee Tag
Based on your choice, fill in the specific approver (e.g., “Position → Manager”).
To add additional tiers, click the ➕ Approver
Choose the other approver and set the condition:

Must Approve: Both approvers are required to approve the leave before it is considered fully approved.
Can Also Approve: Either one of the approvers can approve the leave for it to be fully approved.

With the condition above, both approvers will receive the leave approval notification at the same time.

If you prefer to have the second (or next) approver receive the notification only after the first approver has approved the leave (sequential approval), click the “+” icon to create a new approval box and set up the next approver tier accordingly.

6. Finalise and Save

The final workflow should end with the Approved box. Review the flow to ensure all conditions and approvers are correct.
Click Create to complete the setup.