Typically, only a few people have access to make changes to employee profiles, and this task is frequently assigned to admins. This can be time-consuming and tedious, resulting in some employee profile changes being overlooked or forgotten.
That’s why Humi created profile change request templates. When admins set up these templates, they can specify who can make profile change requests and who will be included in the approval flow of these requests.
For example, an admin can allow all managers to request changes and designate a multi-step approval, including the employee's direct manager and the employee's manager's manager as the final approver of the request.
Requestors can request a change by going to the employee's profile, clicking the "Request Change" button, and then selecting a template from the list. Click here for a step-by-step tutorial on how to request a profile change.
There are five request templates available:
- Job Information
- Employment Type
How to set up your Request Templates
People > "Approvals" tab > Request Templates > Select template > Enter the request description > Next > Select who can submit the request > Select the request approvers > Click the check box if you want the employee notified when the change is approved > Next > Toggle the activation switch on (green) > Review the template fields > Save.
In "People," click on the "Approvals" tab and select "Request Templates."
Next, click on the request template that you want to edit.
Choosing your Template Settings
In the first step, enter a description of the request template in the "Request Description" field. Typically, this description should include the fields that can be updated on the template, which are displayed in the next section, "Request Field."
Once you've completed the description, click the "Next" button.
Who can submit this request type?
Use the dropdown menu in this section to select the users who can make change requests.
By default, admins will always be selected and can't be removed, but you can choose other roles that can make change requests by clicking on their role from the dropdown.
Who needs to approve this request?
The following section is where you set up your approval flow. Click on the dropdown field to select the first person to approve the request. You can choose from the following options:
- Employee's Direct Manager
- Employee's Manager's Manager
- Specific Employee
- Employee (Request subject)
If you want to add multiple approvers, click the "+ Add Step" button and select the next approver from the dropdown menu. Once you've added all the approvers needed, continue to the next section.
Who should be notified upon approval?
Check this box if you want the employee to be notified when the request is approved. Then click the "Next" button to move on to the final step.
Important: You must manually activate the template by clicking on the switch in the "Template Activation" section. Once activated, it will toggle on and change from grey to green.
In the summary section, review the template information, and if you notice any errors, click on the "Previous" link near the bottom left to go back and make the changes as needed. Once completed, click "Save."
Your request template is now activated and the selected roles can now make change requests.
Humi will direct you back to the "Request Templates" page and the template you activated will have an "Active" status.
You did it! You've set up your first request template. Follow the steps above to activate the remaining request templates as required.