Human Resources · Daily operations · 8 min read

Approvals inbox, delegation and My HR

Decide the requests waiting on you, delegate your approvals while you are away, and use My HR for your own record.

Before you begin

Employees > Approvals is one inbox for everything waiting on you: leave, leave cancellations, leave allocations, profile changes, document renewals, expenses, requests, overtime and attendance corrections. What you can decide depends on your rights:

• A line manager sees and decides their own team's leave and cancellations.
• HR users with the matching permission see the other types. Profile changes and document renewals need hr.private.manage.
• Nobody decides their own request. Your own items are not listed for you, and the server refuses them.

Steps

Decide an item

1. Open Employees > Approvals. Choose a scope chip: Awaiting me, My team, Delegated to me or All (HR). Each shows a count.
2. Narrow by type with the type chips. Tick Overdue only to see items older than the response time (48 hours unless changed).
3. Read the row: who asked, the type, the dates, how long it has waited, and for leave the balance and conflicts.
4. Select Approve, or Reject. Rejecting opens a dialog where you must enter a reason; the requester sees it.

Approve several at once

1. Tick several leave requests or cancellations and select Approve selected. A bulk approval handles up to 100. Other types are decided one at a time. The result reads, for example, '3 approved, 1 not approved'.

Delegate your approvals

1. Select Delegate my approvals.
2. Enter the Delegate employee number, From, To and an optional reason, then select Delegate.
3. To end it early, select Revoke on the row.

Use My HR (employees)

1. Open Employees > My HR. You see your own contact details, leave balances, recent leave and attendance, and your documents.
2. To change your phones, personal email or emergency contact, select Request a profile change, fill only the boxes you want to change, give a reason and select Submit. Select Withdraw request to cancel it.
3. To renew a document, see Document renewals.
4. To ask for leave, select Request leave. To undo approved leave, select Request cancellation.

What happens next

• An approved profile change updates your private record. You get a notification 'Profile change approved' and can submit another request.
• A rejected item shows the reason to the requester.
• Leave, expenses, overtime and corrections continue in their own guides: Leave requests, Attendance, Expenses.
• Overdue items are flagged. If escalation is on, workspace administrators are told 'HR approval is overdue'.

Good to know

• Your delegate must be an active employee with a login. You cannot delegate to yourself, only a current manager can delegate, and periods cannot overlap. Delegation covers leave only, not profile changes.
• Delegation messages: 'You cannot delegate approvals to yourself.', 'Only a current manager can delegate approvals.', 'This delegation overlaps an existing one.', 'Choose a current or future delegation period.'
• A profile change is checked against the record when you approve. If HR edited the record after the request, you see 'The employee profile changed after this request was sent. Reject it and ask the employee to submit the current values again.'
• One profile change at a time: 'Finish or cancel the pending profile change first.'
• A profile change always needs a different HR user to decide it: 'A different HR user must decide this request.'
• Rejecting without a reason is refused: 'Say why you are rejecting this.'
• A new value cannot be cleared through the profile form; empty boxes are not sent. Ask HR to correct a value that must be removed.
• If the company hides Personal email or Emergency contact in the Fields setting, those boxes disappear and the values are refused.
• My HR finds your record from your login. If your login is not linked to an employee, the page is empty; ask an administrator to link it.