How to set up a "Backup Approver" 

Have you ever received a time-off request but you weren't actually the correct time-off approver? We know this has been an issue for some of our users, so we've got some good news for you!

You can now set up a "Backup Approver" to avoid any confusion and prevent all admins from getting the time off request when a designated approver is unavailable. 

When an employee requests time off, the request is sent through an approval flow. Within the approval flow, you’ve already chosen a designated approver (the person(s) to approve/deny this time off request). In most cases, the designated approver is the employee’s direct manager. 

The “Backup Approver” feature is really useful for times when the designated approver isn’t set up correctly and they can’t receive or manage time-off requests.

Some scenarios when this could happen are: 

How to set up and assign a “Backup Approver”

You can set up your “Backup Approver” in a few short clicks.

  1. Navigate to the “Time Off” module on the left menu
  2. Click the “Settings” Tab
  3. In the “Overall Settings” section, you’ll see the “Backup Approver” field
  4. Choose the “Backup Approver” from the dropdown fields which will be populated with all active admins

Choose-Backup.gif

Important:

If you don’t set up a “Backup Approver,” the default will stay as “All Active Admins.” This means if a time-off request is made when there is no active designated approver on Humi, all admins will receive the time-off request. 

You can set up a "Backup Approver" at any time. It’s not mandatory, but very convenient to have just in case. 

What to do if you’re the "Backup Approver"

If you’re the lucky one chosen as the “Backup Approver,” then you’ll receive an email notification that looks like this:

Backup-email.png

This email briefly explains that you’re receiving this request because you were chosen as the “Backup Approver” so you can approve/deny the time-off request. 

Receiving a Backup Approver email signals that there’s an issue within the approval flow.

There are a few things you should do if you receive this email to ensure the correct designated approver is set up so these requests are sent to the correct person to approve in the future. 

Now we’ll get into more detail about what to do if you find yourself in one of these situations mentioned earlier:

  • If a time-off request is made and the approver is in an onboarding status 
  • If a time-off request is made and the approver is in a terminated status 
  • If a time-off request is made and there is no one set up to approve it 

 What to do if the correct approver is in "onboarding" status

If the designated approver is in "onboarding" status, this means that they’re not yet active in Humi and won’t be able to use any of Humi’s amazing HR functions. They’re essentially missing out on some of the best parts, so we need to get them onboarded ASAP!

To solve this issue, the designated approver simply needs to complete their onboarding in Humi. Once completed, they'll become active and all future time-off requests will be directed to them. 

Follow these steps if the designated approver is in "onboarding" status: 

  1. Find the designated approver’s employee profile in Humi. To do this, navigate to the “People” module or use the search box in the top right corner to type in their name and find them.
  2. Click into their "Employee Profile"
  3. Once you’re 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 along with instructions on how to set up their Humi account. After you’ve resent the invitation, it’s recommended to let them know so they can swiftly complete their onboarding and join Humi

Please Note

If you clicked the three dots and the “Resend Invite” option isn’t available, this means that the employee has already set up their Humi account (yay!) and all they need to do now is log in to Humi to complete their onboarding. 

Reminder: The "Backup Approver" or another admin must still approve the existing time-off request. All future requests will be updated and go to the designated approver you set up.

What to do if the designated approver is in “Terminated” status

If the designated approver left the company and is in a “terminated” status, you can consider this your friendly reminder to update the approval flow and replace them with an active employee.

There are two ways to update the approval flow:

  • Within the “Approval Flow” in the “Time Off” module
  • Within the employee’s profile 

How to update the “Approval Flow” in the “Time Off” module: 

  1. Navigate to the “Time Off” module on the left
  2. Click the “Settings” tab 
  3. Scroll down to the “Approval Flows” section and find the correct “Approval Flow”
  4. Click the three dots on the right and choose “Edit Flow” from the dropdown options 
  5. Check the “Approval Steps”. If it's still set up to go to the terminated employee, update this step to someone else who is active.

Approval-flow.gif

Please Note:

If the correct approver is assigned in the "Approval Steps" (i.e. the direct manager, a specific person, etc.), but they're still in an “onboarding” status, you can send them a quick reminder to complete onboarding so they will become active in Humi so they will receive all future time-off requests.

How to update the manager on the “Employee Profile”:

Reports-to.png

  1. Navigate to the “People” module or use the search box in the top right corner to find  the employee who requested the time-off
  2. Click and open their “Employee Profile”
  3. Navigate to the “Job & Pay” tab
  4. In the “Employment Information” section, click “Edit” in the top right corner. 
  5. Choose a new manager from the “Reports To” dropdown menu.

If there isn’t a new manager yet, the Admin can approve/deny the request in the interim. Once a new manager is assigned, follow the above steps to update the time-off approver!

Reports-to.gif

Reminder: The "Backup Approver" or another admin must still approve the existing time-off request. All future requests will be updated and go to the designated approver that you set up.

What to do if there's a time-off request and no one is assigned to approve it

If you receive a time-off request email and find yourself wondering, “Why did I get this request if their manager should approve it?”  This indicates a gap in the approval flow. You can think of this as Humi's pleasant reminder to update the designated approver.

Like the above scenario, if you have an approval flow that includes a manager, you need to go into the “Employee Profile” of the person who requested the time-off and ensure they’re reporting to someone. If the “Reports To” field is blank, follow the steps above explaining how to update the manager on the “Employee Profile”.

If the employee does not have a manager or a different person is responsible for approving time-off requests, you can check the approval flow to find out why you (as the admin) were sent the time-off request instead of the correct person.

Reminder: The "Backup Approver" or another admin must still approve the existing time-off request. All future requests will be updated and go to the designated approver that you set up.

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