Approval Processes and Reminders With Multiple Supervisors



This article explains how you can set up approval processes or reminders if certain employees or entire teams in your company not only report to a supervisor, but also to a project manager, for example.


1. Creating Additional Supervisors

The supervisors for each of your employees were already entered in the employee profiles when you imported your employee data. There is no option for recording multiple supervisors at this point. To add a project manager or another supervisor, create a custom employee role for each project team. To do this, go to Settings > Employee roles and click on Create new role. Add a new role for each project manager or additional supervisor. Next, filter for those employees whom you want to assign these roles to and add them by clicking on their names. Don't forget to save your changes.



2. Creating Teams

You need to create teams in order to be able to use them later for filters and special approval processes (rulesets) as well as for setting up reminders. Personio gives you two options for assigning employees to specific teams:


Option 1: Employee roles for "project teams"

Create the various project teams as separate employee roles like you created the supervisor roles in point 1 above. Add as many project teams as you need. Next, assign all employees who belong to a specific project team to the appropriate team role and save your changes.


Option 2: "Team" attribute

Alternatively, the distinction between different teams can also be mapped by creating another attribute with the attribute type List of options. This allows you to assign your employees to specific teams and then to use this information to set up special approval processes (rulesets). To do this, go to Settings > Employee information > Attributes and add a new attribute to the section of your choice. In the next step, fill the attribute with the appropriate team assignment for each employee. You can do this via an import or via the bulk editing function in the employee list, if you want to do this for several employees at the same time.



3. Setting up Approval Processes

You are now ready to set up the appropriate approval processes for your employees. You can, for example, make it mandatory for employees to have their leave requests approved by both their supervisor and their project manager before the final request is stored in Personio.

Go to Settings > Approvals > Add new ruleset to create an approval process for specific groups of employees only, such as for individual project teams. To do so, first select an Employee filter to define the employees to be covered by the ruleset. The settings in the Employee filter will depend on which of the methods described in point 2 you have chosen to create project teams:


Option 1: Employee filters – employee roles

Go to Employee filters > Manage employee filters and select the previously created Employee role that you want to make subject to a ruleset. Next, click on Save.


Now click on Add new ruleset and select the employee filter you created earlier. You can then add the relevant approval steps using the appropriate project manager role (see chapter 1. Creating Additional Supervisors):



Option 2: Employee filter – attribute

If you have chosen the second option, go to the Employee filter and select the previously created Attribute that you have used to identify the project teams. Next, click on Save.


Add the ruleset as described for option 1, using the employee filter you have just created. Customize the approval steps according to your requirements:



4. Creating Reminders



You are not only able to edit approval processes, but can also set Reminders for supervisors with regard to their respective teams. For example, you can use reminders to give supervisors advance notice of upcoming employee birthdays. New reminders can be easily created by going to Settings > Employee roles > Reminders > Add reminder .

As a rule, reminders scheduled to be sent before or on the same day as an event remain on the dashboard until one day after the respective event. Reminders scheduled to be sent after an event are automatically removed from your dashboard after a week from the date they are first shown.

If you would like to remind supervisors of their team members' birthdays, for example, you can set this up as follows:


For reminders for project managers, in contrast, you first need to add a special employee filter and then select the appropriate project team. As with the rulesets before, the filter settings will depend on which of the above options for identifying project teams you have chosen.


Option 1: Reminders – employee roles

If you have chosen option 1 and created separate employee roles for your project teams, a reminder for a project manager could look as follows:



Option 2: Reminders – attribute

If you have chosen option 2 and created another attribute in the employee profile to group employees into teams, a reminder for a project manager could look as follows:



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