In Personio, employees with Propose permissions can request changes to employee information, like time off, profile attributes, or working hours. To help ensure these changes are accurate, Administrators can set up approval processes. Approval processes assign an employee or role to review and approve the suggested changes before they're finalized.
You can set up approval processes for:
- Time off (example: approving paid leave requests)
- Attendances (example: approving working hours)
- Employee data (example: approving changes to attributes in the employee profile)
Access approvals
Administrators can access your organization's approval processes by going to Automations > Workflows and selecting Approvals.
Understand approvals
Approval processes help you to:
- Control changes and requests by adding a review step before they're applied.
- Define who approves what by assigning the right approvers, like supervisors or specific roles, to each request type.
- Improve compliance by ensuring changes are checked and documented by the right stakeholders.
- Standardize decision-making so approvals follow a consistent process across areas like teams or employment types.
Set up approval processes
Depending on the type of approval process you're setting up, you can:
- Define the types of requests they apply to
- Assign approvers and delegate to others if they're absent
- Create an approval chain of multiple approvers and the order that they receive tasks
- Include additional steps depending on whether a request is approved or denied
- Set the priority of approval processes
Find out more about setting up time off, employee data, or attendance approval processes.
Manage approval processes
Once set up, Administrators can edit approval processes to change things like when they trigger, whose approval is required, when delegation is needed and more.
See how to manage approval processes.
Review approval requests
Approvers can review and action approval tasks from their Inbox. The Inbox groups tasks by employee and item type.
Approvers only receive tasks for submissions that match the approval rules, reducing unnecessary notifications. For example, only attendance submissions that violate rules, or employee data changes in specific sections of the employee profile.
See how to approve an employee request.
Monitor approval activity
Administrators can review the activity for their organization's approval processes by going to Automations and selecting the Activity tab, or checking the Open approvals widget under Automations > Overview.
For more information, see the Activity tab and Open approvals widget.
Frequently asked questions
Where did the Approvals tab go?
Your approvals have been automatically migrated to our new experience. All approval processes are now located under Automations > Workflows. Each approval process is stored under its approval type. Employee data and Attendance approvals appear as a separate workflow. You can filter and sort the list by name, event, status, and more.
Time off approval rules are stored within each separate Time off type. Under the relevant time off type, click Choose time off approvers. The default approval process now appears under Default Approval rule. Any additional rulesets appear under Group-specific approval rules.
What happens to open approval requests during the auto-migration of rules?
All open approval requests remain in the responsible approver's Inbox during the migration process.
Do approvers still receive reminders and emails about their pending approval tasks?
No, with the new experience, approvers no longer receive reminder emails about pending attendance or employee data approval tasks. You can edit these workflows to add a one-time email notification step, but it won't repeat.
Approvers continue to receive emails for time off approval requests.
More information
To learn more about approval processes, refer to the following resources: