How to Set Up and Assign Approval Flows

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Before you can dive into creating Time Off policies, there's a crucial initial step: creating your approval flows.

Approval flows are your ticket to ensuring that the right person is assigned to approve employee Time Off requests. This step is essential because you'll need to choose the appropriate approval flow when configuring each Time Off Policy. 

Keep in mind that you have the flexibility to create separate approval flows for each Time Off Policy if needed.

In this guide, we'll walk you through the process of creating approval flows and assigning them to Time Off policies in Humi, ensuring a smooth and efficient workflow for managing Time Off requests. Let's dive in!


How to Create Approval Flows

  1. Navigate to the Settings tab in the Time Off module.
  2. Scroll down to find the Approval Flows section and click on the + Create Approval Flow button. Screenshot 2024-03-04 at 11.09.54 AM.png
  3. In the pop-up window, give your approval flow a descriptive name that clearly indicates its purpose. Some examples could be a manager's approval, 2-person approval, etc. 
  4. After entering the name, click Save to proceed.
  5. You'll be directed to the Edit Approval Flow page, where you can configure the approval flow further.
  6. In the Overall Settings section, you can modify the approval flow name if necessary. Below the name field, you'll find the automatic approval switch. Toggle this switch if you want employee requests to be approved automatically.
  7. In the Approval Steps section, you will select the person to approve the time off requests.
    Click on the dropdown menu to select the person to approve the requests.

    You can add up to four steps in the approval flow and can select from the following options:

    • Manager (of the requestor)
    • Manager's manager (of the requestor)
    • Admin (all and any admins)
    • Specific Person

    Multi-Step Approval Flows

    If a multi-step approval flow works better for your business, you can easily add multiple steps to the approval flow. Let's say you want the employee's manager to give the initial nod, followed by their manager's manager for the final thumbs-up.

    Here's how you do it:

    1. In the Approval Steps section, select Manager, from the dropdown menu then click Add approval level +.
    2. In Step 2, select Manager's manager from the dropdown.

    Alternatively, if you've got one person responsible for all the Time Off approvals, you can simply select Specific Person and all time off requests will be sent to them.

    In this scenario, when an employee requests time off, their manager will be the first to receive the request. After their green light, Humi will whisk the request over to the second approver (the manager's manager) for the final approval.

  8. In the last section, Approval Notifications, is where you get to decide who gets a heads-up when a Time Off request gets approved. Screenshot 2024-03-04 at 11.36.33 AM.png

    The cool part? These folks don't have to worry about approving or denying requests—they'll just get a friendly notification once everything's all set.

  9. Once you've sorted out who should be in the loop, just hit that Save button, and you're good to go!


How to Assign an Approval Flow

Once you've crafted your approval flow masterpiece, you'll find it waiting for you in the Approval Flows section. It's like seeing your creation come to life! From there, you can easily manage and tweak your approval flows whenever you need to.

You're almost there. Now it's time to assign your newly created approval flow to the relevant Time Off policies. Here's how:

  1. Find the desired approval flow in the Approval Flows section, click the three dots and select Assign Flow from the drop-down. Screen_Shot_2022-06-07_at_4.04.54_PM.png
  2. In the pop-up window that appears, you'll see a list of Time Off policies. Simply select the policies you want to link with this approval flow. You can choose multiple policies by clicking on each one.

    Note: If the approval flow is already assigned to a policy you won't be able to select it.

  3. When you've added all the policies needed, click Assign. 

Voila! You've successfully set up and assigned your very first approval flow. Pat yourself on the back for a job well done!

If you're eager to create more approval flows, just rinse and repeat these steps.


Backup Approver

It's always smart to have a backup plan in place, that's why we created the Backup Approver feature. If the designated approver is unavailable to handle a Time Off request, setting up a Backup Approver ensures a smooth process without causing any delays or confusion.

💡 Learn how to set up a Backup Approver.

With this feature in place, you can rest assured that your Time Off requests will be handled promptly, even if the designated approver is out of the office or unavailable.


Setting up approval flows in your Time Off is a breeze with Humi. By following the simple steps outlined above, you've streamlined the process of requesting and approving Time Off.

With the ability to create customized approval flows, assign them to specific Time Off policies, and notify relevant parties upon approval, you've taken a significant step toward efficient and transparent Time Off management.

So, pat yourself on the back for a job well done! With your newfound mastery of approval flows, you're ready to elevate your Time Off management to new heights.

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