Ever found yourself receiving a backup approver email, but you're pretty sure it's not meant for you? Don't worry; you're not alone! Receiving one of these emails might signal a hiccup in the approval flow system.
But we've got you covered. In this guide, we'll address several scenarios that could lead to this situation including what to do if:
- The Designated Approver is in Onboarding Status
- The Designated Approver is in Terminated Status
- There's a Time-Off request and no one is assigned to approve it
By following these steps, you can ensure that all future time-off requests are directed to the right person. Let's dive in and troubleshoot together!
Designated Approver is in Onboarding Status
If the designated approver is in the onboarding status, it means they haven't yet activated their Humi account, missing out on all the fantastic HR features. We need to get them up and running pronto!
To resolve this, the designated approver must complete their onboarding in Humi. Once done, they'll become active, and all future time-off requests will flow directly to them.
Here's what to do if the designated approver is in Onboarding status:
- First, you'll need to locate the designated approver's employee profile in Humi.
- Use the search function (the magnifying glass icon) in the upper-right corner of the homepage to find them by name.
- Click on their name to access their employee profile.
- In their employee profile, click the three dots in the upper right-hand corner and select Resend Invite. This will send the employee an activation email and instructions on setting up their Humi account.
- After you've resent the invitation, it's a good idea to let them know so they can promptly complete their onboarding and start enjoying all the benefits of Humi.
Don't see the Resend Invite option?
If you don't see this option when you click the three dots, it's a good sign! It means that the employee has already set up their Humi account (yay!). Now, all they need to do is log in to Humi to complete their onboarding process.
Previously submitted requests must be manually approved
Even though the designated approver's onboarding is in progress, the backup approver or another admin must still approve any existing time-off requests. However, rest assured that all future requests will be directed to the designated approver you've set up once their onboarding is complete.
Designated Approver is in Terminated Status
If the designated approver has left the company and is now in a Terminated Status, it's time to make a quick adjustment to the approval flow. Let's keep things running smoothly by replacing them with an active employee.
You've got a couple of options to update the approval flow: either within the Approval Flow section in the Time Off module or directly from the requesting employee's profile by updating the "Reports To" field.
Update the Approval Flow from the Time Off Module
- Navigate to Time Off and click on the Settings tab.
- Scroll down to the Approval Flows Section and locate the approval flow you need to update.
- Once you've found it, click the three dots to the right and select Edit Flow from the dropdown menu.
- Scroll down to the Approval Steps Section and ensure it's not set up to go to the terminated employee. If it is, update the approval flow with an active employee.
If you select Manager as the approver, it's a good idea to double-check the "Reports To" field in the employee's profile to ensure they're assigned to the correct manager. If you're unsure how to do this, check out this article for more information.
Send a Reminder to Complete Onboarding
If the correct approver is already assigned in the Approval Steps, but they're still in an onboarding status, you can send them a friendly reminder to complete their onboarding. Once they're active in Humi, they'll start receiving all future time-off requests as intended.
Previously submitted requests must be manually approved
Since the designated approver was terminated, the backup approver or another admin must still approve any existing time-off requests. However, rest assured that all future requests will be directed to the designated approver once the approval flow is updated with an active employee.
There's a Time Off Request and No One's Assigned to Approve It
If you find yourself receiving a time off request email that seems out of place, it could be a sign of a gap in the approval flow. Consider it a friendly nudge from Humi to double-check your approval flows.
If your approval flow involves a manager, ensure that the employee who made the time off request reports to someone. If the Reports To field is empty on their employee profile, this means the employee's manager is not set up correctly in Humi. Follow the steps outlined in this post to update the employee's manager.
Previously submitted requests must be manually approved
Since the designated approver wasn't set up properly in the employee's profile, the backup approver or another admin must still approve any existing time-off requests. However, rest assured that all future requests will be directed to the designated approver once the employee's manager is added in Humi.
Ensuring the correct approver is assigned is crucial for a smooth time-off approval process. With the steps outlined in this guide, you'll be equipped to troubleshoot any issues and ensure that time-off requests reach the appropriate hands.
Keep in mind, that tackling approval flow issues promptly not only boosts efficiency but also keeps everyone happy and satisfied. So, let's keep that approval flow flowing smoothly!!