This guide explains how to assign employees to the Approval Flow. Please note that employees will not be automatically assigned to the Approval Flow even if they meet the selected conditions.
This article covers:
A. Assigning Approval Flow to Existing Employees
If an employee is already onboarded, follow these steps to assign them to an Approval Flow. There are two methods to assign employees to an approval flow, depending on your needs:
I. Individual Assignment from Employee Profile
This method is suitable when assigning approval flows to a small number of employees.
You can update each employee directly from their profile by selecting the appropriate approval flow.
From the side navigation menu, click Employees.
Locate the employee you wish to assign and click the three-dot icon (⋮) beside their name and select the eye icon (👁) to view the employee profile.
In the employee profile, click the Employment Details tab.
Scroll down to the Approvals section, click the three-dot icon (⋮), then select Edit.
You will now see the Approval Progression. Click the Leaves tab to view and assign the respective Approval Group.
Select the appropriate Approval Flow and the rest from the dropdown list (Double-click the cell to open the list of available options).
Click Save Changes once completed.
💡 Tip: Make sure the selected Approval Flow is active and correctly configured before assigning employees. You can review the Approval Flow setup here.
II. Mass Assignment via Mass Edit Employment Details
This method is ideal when:
You have already onboarded employees before creating the approval flow
You need to assign a large number of employees at once
Steps to Assign via Mass Edit
Go to Employees > All Employees > Click the three-dot icon and select Mass Edit
Select Mass Edit Employment Details and click Next
Choose the company for which you want to apply the changes and click Download Excel Template and open the file
Select the employee name(s) from the dropdown list
Scroll to the right and locate the Leave Approval Group column
Select the appropriate Leave Approval Group
👉 You can refer to the guide here on creating a Leave Approval Group if needed.
Fill in:
Leave Approval Group Start Date (mandatory)
Leave Approval Group End Date (optional)
Save the file and upload it back to the system
Match the column headers between the Excel file and the system
Click Preview to review the changes
Once everything is correct, click Update
You will also be able to identify and correct any errors before proceeding
The system will process your file, and the approval flow will be successfully assigned to the selected employees.
B. Assigning Approval Flow During the Onboarding Process
If the employee is not yet onboarded, you can assign the Approval Flow during onboarding.
1. Single Onboarding
Follow the single onboarding guide here.
When you reach the Approvals section, select the appropriate Approval Flow from the dropdown list and proceed with the onboarding process.
2. Mass Onboarding - Manual Mass Onboard
Follow the manual mass onboarding guide here.
In the onboarding table, locate the Leave Approval Group column.
Double-click the cell to open the list of available Approval Flows, then select the correct one and continue with the onboarding.
3. Mass Onboarding - Excel Upload
Follow the Excel upload onboarding guide here.
In the Excel file, you’ll find a Leave Approval Group column.
Double-click the cell in this column and choose the appropriate Approval Flow from the dropdown list. Save the Excel file and proceed with the upload.
Once employees are assigned to an Approval Flow, you can view them under Leave > Approval Flow > Assigned Employees.
👍 Nice! You’ve successfully learned how to assign employees to their respective Approval Flows.
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