B5. Approvals and substitution

Utilise managerial and HR approvals in different processes. Make sure to implement the approval substitution function, so that processes can continue even in the case of long absences or holidays.

The approval function can be linked to any processes of your choice, such as the processes for managing absences and performance reviews. The approval function works in the same way for all people in the process in question, but based on needs the settings for the approval process can vary between processes.

Approvals can be handled either on the front page of Sympa HR, or in the Sympa HR for managers mobile application. Reminders for approvals can also be sent by email.

Typically, the person making approvals is a manager, the manager’s manager, or a combination of the two. For some processes, the person making the approvals can be set to for example an HR manager or the managing director.

Approvals are also often used in integrations, so that only approved data will be transferred in the integration.

For longer absences it is a good idea to define a substitution to handle the most critical approval processes, so that important things like salary payments will not be compromised while the manager or HR representative is absent. The system administrator can bypass anything in the approval chain if necessary.

B5.1 View an example of the absence approval process on the Best Practice page.

B5.2  Think about which processes approvals could be used in.

B5.3 Will the person making the approvals be a manager, the manager´s manager, or someone else, for example from HR? 

B5.4 Will the email notification of the approval status (either approved or declined), be sent to the next approver, to the person requesting the approval or to the employee whose data has been edited? 

B5.5 For which processes will you be needing a substitution for making approvals in case of absences? 

Use the Excel template to divide the roles and then upload it to Freedcamp.

Download the document here
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