Workflow approvals

• Workflow approvals
• Manage attendance requests
• Adding new attendance requests
• Approving the month

Workflow approvals

This page can only be accessed by department leads.

The time management portal is used by leads of HR departments (i.e. team leads) to manage attendance events and approve/decline attendance requests of employees. It can be accessed from the HR module as "Workflow approvals" or from here.

Workflow approvals consists of several sections:

• Coworkers workflow
  • This section displays all of your employees, and their attendance events/requests for each day.
• Workflow approvals
  • This section lists all attendance requests, submitted by your employees,  that are waiting to be approved/declined.
• Actions
  • This section contains actions, that can be triggered for departments.
  • Missing work equipment: Creates purchase orders for all missing work equipment per employee within your department.

Manage attendance requests

When a new attendance request is submitted by your employees, the system will send you an email notification. LIke-wise,  employee will be notified of your approval/rejection of their request with an email notification.

If an attendance request is declined, a commend (rejection reason) is required.

Adding new attendance requests

In some cases, an employee is unable to submit a request due to certain exceptional reasons (e.g. illness). In those cases, you can submit one for them.

You can do this in two ways, directly by clicking on the calendar, or by selecting the "Add request" button and filling out the form - this method allows you to submit a request for several people at the same time.

Once the "Add new workflow request" modal is open, select the type of the new attendance request, then fill out the form accordingly.

You can create (and receive) attendance requests of different types:

• 🌞 Annual leave

  • Through this request, an employee can submit a request for annual leave.

  • Employees need to have an available amount of leave days to submit this request.

•  🚪Registration
  
  • This request is used to add a registration at a certain time for employees.
  • this request is usually used to insert (occasional) forgotten registrations.

• 🚗️ Business trip
  • A request for for business trips (e.g. customer visits).
  • If the process manager is connected, the icon is 🚗️. If not, the icon is  🚙.
  • If a business trip takes longer than 6 days, the ✈️ icon will be shown instead.

• 🏠 Work from home
  
  • Through this request, an employee can submit a request to work from home.
  • This attendance request is available only for employees, that have  "Allow work from home" enabled.

• 🏢 Work on location
  
  • With this request, employees can request to work on a different work location.
  • This request is only available, if employees have more than one work locations set on their HR profiles.

• ⌚ Overtime
  
  • This request can be used, when employees want to do paid overtime (e.g. work on weekends)

• 🚑 Sick leave
  • Employees can request sick leave, when needed. If unable, the lead my request sick leave for them,
  • If the system is connected to eBol, a sick leave request may be created automatically.

There are other attendance request types, but (due to their more specific nature) those should be handled by the HR department.

Approving the month

At the end of the month, you will be responsible for confirming the entire monthly balance for every employee. Approving the month will also lock the monthly period. Once a month is locked, corrections can no longer be made, as the data is sent inly salary calculation.

The system will not allow you to confirm the monthly period until all employees have their attendance balances sorted and all requests have been confirmed. 

Employees with problematic attendance records will have their entire row colored red, with every problematic request having a red background as well. 

To learn, why a request is problematic, you can click on its icon. This will open a tool-tip, where the problem cause will be written out plainly.

To approve a month, click the "Approve" button at the end of the row. This will approve the entire month and lock the monthly period for that employee.