In absentify, all leave requests must be approved by a designated approver. Approver settings allow for flexibility by offering various options, including department managers, synchronized Microsoft managers, or custom approvers.

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Accessing the approver settings

  1. Navigate to Settings > Users.
  2. Select a user from the list and click on their profile to open the user edit menu.
  3. In the edit menu, select the Approver tab from the side menu.

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Approver configuration options

There are four main ways to configure approvers for an employee:

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1. Department-based approvers

By default, a user’s approver is the manager of their assigned department.

  • How it works:

    • Select the specific department whose managers should act as the approvers for the employee.
    • The managers of the chosen department automatically become the approvers for the user.

  • Approval processes:
    Approval processes are defined at the department level.

  • Automatic updates:
    If the department manager changes, the approvers for all users linked to that department are updated automatically.

Note: If a user is assigned to multiple departments, you must select one department to define the approvers.

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2. Microsoft profile synchronization

This option uses the manager defined in the user’s Microsoft profile as their approver.

  • How it works:

    • The Manager field in the user’s Microsoft profile is synced automatically.
    • Changes to the manager in Microsoft will reflect in absentify during the next sync.

  • Multi-level approvers:
    You can configure up to five levels of approvers:

    • First-level approver: The direct manager of the employee.
    • Second-level approver: The manager of the first-level approver.
    • Additional levels are added by tracing the management hierarchy in the Microsoft profile.

  • Approval processes:
    Options for approval flows:

    • Linear - All must agree
      Approvers are contacted consecutively. If any approver denies the request, the process stops, and the request is marked as denied.
    • Linear - One must agree
      Approvers are contacted consecutively. If any approver approves the request, the process stops, and the request is marked as approved.
    • Parallel - All must agree
      All approvers are contacted simultaneously. If any approver denies the request, it will not be approved.
    • Parallel - One must agree
      All approvers are contacted simultaneously. If any approver approves the request, it will be approved.

Microsoft profiles support only one manager per user. Multi-level approvers are based on the management hierarchy of the organization.

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3. Custom approvers

Use this option to manually define approvers for the employee.

  • How it works:

    • Select one or more approvers, regardless of department or Microsoft profile settings.
    • This option is ideal for unique workflows requiring specific approvers.

  • Approval processes:
    Custom approvers support all approval flows:

    • Linear - All must agree
      Approvers are contacted consecutively. If any approver denies the request, the process stops.
    • Linear - One must agree
      Approvers are contacted consecutively. If any approver approves the request, the process stops.
    • Parallel - All must agree
      All approvers are contacted simultaneously. If any approver denies the request, it will not be approved.
    • Parallel - One must agree
      All approvers are contacted simultaneously. If any approver approves the request, it will be approved.

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4. No approver

Use this option if no approval is required for the employee’s leave requests.

  • How it works:
    • Requests are automatically approved without the need for an approver.

Use this setting only for employees who do not need absence approvals, such as senior executives managing their own leaves.

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Detailed approval processes

The way leave requests are routed and approved depends on the selected approval process. Here’s a breakdown of each option:

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Linear approval processes

  1. Linear - All must agree

    • How it works: Approvers are contacted one at a time, in the order they are listed. If any approver denies the request, it will not proceed further and is marked as denied.
    • Example:
      Approver A → Approver B → Approver C
      • Approver A approves → request moves to Approver B.
      • Approver B denies → request is denied, and Approver C is not contacted.

  2. Linear - One must agree

    • How it works: Approvers are contacted one at a time, in sequence. If any approver approves the request, the process stops, and the request is marked as approved.
    • Example:
      Approver A → Approver B → Approver C
      • Approver A denies → request moves to Approver B.
      • Approver B approves → request is approved, and Approver C is not contacted.

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Parallel approval processes

  1. Parallel - All must agree

    • How it works: All approvers are notified at the same time. If any approver denies the request, it is immediately marked as denied.
    • Example:
      Approvers A, B, and C are notified simultaneously.
      • Approver A approves, Approver B approves, but Approver C denies → request is denied.

  2. Parallel - One must agree

    • How it works: All approvers are notified at the same time. If any approver approves the request, it is immediately marked as approved.
    • Example:
      Approvers A, B, and C are notified simultaneously.
      • Approver A denies, Approver B denies, but Approver C approves → request is approved.

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Additional features

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Approval notifications

  • A notification is sent to the requestor at every status change of their leave request.
  • Notifications are sent for each approver’s decision unless the request status is finalized (approved or denied).

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Admin and manager permissions

Admins and department managers can approve or deny requests even if they are not the designated approvers:

  • Admins: Can act on any leave request within the company.
  • Department managers: Can approve or deny requests for users within their department.

If an admin or manager acts on behalf of the designated approver, the approver is notified of the decision.

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Tips for approver settings

  • Department-based approvers are dynamic: Automatically update with changes to department managers.
  • Microsoft synchronization reduces manual effort: Ensures managers stay up-to-date across platforms.
  • Custom approvers allow flexibility: Ideal for workflows requiring specific approvers or additional oversight.
  • No approver simplifies workflows: Use this option for self-managed leave requests.

Regularly review approver settings to ensure they align with organizational policies and user hierarchies.

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