This article focuses on workflows. You can start to create and monitor all your workflows from the Automations area.

This article explains how to set up approval workflows or reminders for specific employees or entire teams in your company that report to multiple supervisors.

Set up additional supervisors

By default, each of your employees can only have one official supervisor, entered in their profile when you imported your employee data. While there is no option to record multiple supervisors, you can create a custom employee role to add a project manager or another supervisor. Follow these steps:

1. Go to Settings > Employee roles > Create new role.
2. Add a new role for each project manager or additional supervisor.
3. Add the project managers or additional supervisors to the roles.
4. Click Save changes.

Creating a custom employee role for additional supervisors will make it faster for you to update the employees assigned to this role in the future.

Create teams

The next step is to create teams to use for filters, special approval processes (rulesets), and reminders. You have two options for assigning employees to specific teams. The rest of the steps in this article will depend on which option you choose:

Option A: Custom employee role

Create the various project teams as separate employee roles using the same instructions to create the supervisor roles in the previous step. 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. For this example, we'll call this employee role "Project Team".

Option B: Custom attribute

Alternatively, the distinction between different teams can also be mapped by creating an attribute with the attribute type List of options. To create the team attribute, follow these steps:

1. Go to Settings > Employee information > Attributes.
2. Add a new attribute to the section of your choice. For this example, we'll name the attribute "Project Team".
3. Choose the attribute type List of options and add the options you later want to choose from.
4. Click Save.
5. Fill the attribute for each employee you need to assign to the teams. If you want to do this for several employees at the same time, import the data, or use the bulk editing function in the employee list.

Create rulesets for approval workflows

You must now create the appropriate rulesets for approval workflows 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.

Option A: Custom employee role

1. Go to Settings > Approvals > Manage employee filters.
2. Click Add new filter and type a name for your filter. For example: "Project Team".
3. Click the + icon > Edit > Add rule.
4. Using the three fields available, enter "Employee Roles equals Project Team".
5. Click Submit > Back to approval rules.
6. Click Add new ruleset and select the employee filter you just created.
7. Add the relevant approval steps using the employee role you created for the additional supervisors or project managers.

For detailed information on creating the approval workflows with special rulesets, have a look at our Configuring Rulesets article.

Option B: Custom attribute

1. Go to Settings > Approvals > Manage employee filters.
2. Click Add new filter and type a name for your filter. For example: "Project Team".
3. Click the + icon > Edit > Add rule.
4. Using the first two fields available, enter "Project Team equals", and choose the relevant team
5. Click Submit > Back to approval rules.
6. Click Add new ruleset and select the employee filter you just created.
7. Add the relevant approval steps using the employee role you created for the additional supervisors or project managers.

For detailed information on creating the approval workflows with special rulesets, have a look at our Configuring Rulesets article.

Create reminder workflows

You can also set reminders for the additional supervisors or project managers with regard to their respective teams. Absence requests trigger a reminder by default, so use this option to set up other reminders.

As with the special approval rulesets before, the filter settings will depend on which of the above options for identifying project teams (employee role or attribute) you have chosen.

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.

Option A: Custom employee role

If you have chosen option A, follow these steps to set up a reminder:

1. Go to Settings > Employee Roles > Reminders > Add role reminder.
2. Under Remind, choose the supervisor employee role created at the start of the process.
3. Under about, choose what occasion you want to send the reminder for.
4. Under of, choose Special.
5. Click Add filter, and enter Employee Roles and Project Team in the two fields that appear.
6. Fill in the rest of the options as needed.
7. Click Add to save the new reminder.

For detailed information on creating reminder workflows with have a look at our article Configuring Reminders.

Option B: Custom attribute

If you have chosen option B, follow these steps to set up a reminder:

1. Go to Settings > Employee Roles > Reminders > Add role reminder.
2. Under Remind, choose the supervisor employee role created at the start of the process.
3. Under about, choose what occasion you want to send the reminder for.
4. Under of, choose Special.
5. Click Add filter, and enter Project Team and the relevant team in the two fields that appear.
6. Choose the option Special in the section of and enter "Team" equals "entered value".
7. Fill in the rest of the options as needed.
8. Click Add to save the new reminder.

For detailed information on creating reminder workflows with have a look at our article Configuring Reminders.