How Do Approval Processes Work?


Setting up approval processes in Personio is essential to facilitate the compliance with your company's guidelines. This article describes how to approach it and what you should pay attention to.

You can define approval processes for the following:

  • Absences (e.g. for approving paid leave)
  • Attendances (e.g. for approving attendance hours of student trainees)
  • Employee data (e.g. for the approval of changes to important employee information by the employees themselves)



To trigger an approval process, you need to go to Settings > Employee Roles > Access Rights and activated the Propose right in the respective section. The following is a screen capture of assigned proposal rights:


If no approval process is set up when a proposal right is assigned, the access will convert to an editing right.

See this article for information on how to configure approval processes under Settings > Approvals.


Approval Steps

Click on Add approval step to create a multi-step approval process. In the following screenshot, you can see a two-step process to which you could easily add further approval parties.


Only after the first approver has been confirmed will the additional approvers receive the request:


It is also possible to set up a substitute rule for each absence type (under Settings > Absence).


Only once the substitute has confirmed the substitute request can the approval process be initiated.



After the approval process has been set up, the responsible approvers will be sent email notifications, depending on their personal preference.

All information about the configuration of notifications can be found here.

In any case, a task will appear on the dashboard of the approver to whom the request is addressed. Under Status of approvals, employees can view the requests that are still open and that they still need to answer to.


Note: If the requested approver is absent, e.g. on vacation or sick, the administrator can view and process the open requests that are on their dashboard.

Confirming/Rejecting Approval Requests

Employees who have been asked for approval can process the request directly on their dashboard. Click on the tick symbol on the green background to approve, or on the x on the red background to reject.


Depending on the approver’s access rights, it is also possible to deal with an approval request directly in the requesting employee’s profile, e.g. under Absences.

Read all there is to know about approval processes for medical certificates here.


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