Setting up your approval cycles on ZenHR


The approval cycle feature allows admin users to add workflows to any given approval workflow. You can create workflows for leaves/vacations, salaries, and timesheet approvals, as well as different forms of requests, including financial, overtime, loan, air ticket, and miscellaneous requests.


Creating an Approval Cycle


To create an approval cycle, follow the below steps, as illustrated in Figure 1:

 

User Menu à System Preferences à Approvals à Add


Figure 1


Frequently Asked Questions:


  • How does the cycle work


The example here is a 2 approvers cycle with one notification  (Figure 2).

The approval first goes to the direct manager and is then passed on to HR. Once it is approved, the Finance department is notified.


Figure 2



There are 3 different scenarios that will dictate the course of the cycle:


Case 1:

The direct manager approves the request.

HR is notified to take action.

HR approves the request.

The Finance department is notified of the approval (no action required).

The employee receives a notification that the request has been approved (no action required).


Case 2:

The direct manager rejects the request.

The employee receives a notification that the request has been rejected (no action required).


Case 3:

The direct manager approves the request.

Notification goes to HR to take action.

HR rejects the request.

The employee receives a notification that the request has been rejected (no action required).

 

  • What happens if one of the approvers doesn’t take action? 

You have one day to approve the request, and if you don’t, the system will skip to the next person who’s eligible to take action.



  • Can I make different approval cycles by different organizational structures?

Yes, you can make different cycles by different departments, positions, work locations, sections or projects.



  • Can I make a special exception for one employee?

Yes, you can create a separate cycle for a particular employee.



  • Can I make a special cycle for sick days or work from home?

Yes, you can apply a special cycle on a leaves/vacations sub-type.

Example: Annual vacations will require approvals from both the HR and the employee’s direct manager, whereas sick leaves will only require HR approvals.



For more details don't hesitate to contact us through support@zenhr.com