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Configuring the Approval System
Configuring the Approval System

Find out what to do next after creating rules for your Approval System

Marie Claire Saliba avatar
Written by Marie Claire Saliba
Updated over a month ago

Create Shift Presets for Overtime and TOIL

After creating the Rules you will be using for your Overtime Approvals, you will need to create new Shift Presets for Overtime and Entitlement or Time Off In Lieu (TOIL).

🧠 Pro-tips

  • If you need variable rates for Overtime, you will still only need one Shift Preset and simply assign multiple Rewards to it to cater for the different rates.

  • The 'Timings' portion of a Shift Preset is unnecessary when using Overtime in Approvals, as the times in requests are registered by the system automatically.

Configuring Settings for Overtime Approvals

Once your new Overtime Shift Preset is created and the Rewards have been assigned, you can configure your Overtime settings in the Approval System.

  1. Go to Approval System > Settings.

  2. Click the Edit icon for 'Overtime Shift Preset' and select the Shift Preset from the resulting pop-up.

  3. Repeat step 2 for 'Entitlement (TOIL) Shift Preset'.

  4. If you want to block requests that overlap with scheduled shifts, toggle the switch for 'Block requests overlapping with Scheduler'.

  5. Click Save Settings.

The next step 👇 is to configure the General Settings for Overtime.

About General Settings

The General Settings button opens a drawer form on the right of the screen with several sets of options defining the Master Role, Actions to be taken when requests get stuck, and Notification settings.

Master Role

The Master Role gives a user the ability to amend or process anything anywhere in Approvals without restrictions, and should be used to handle blocked requests that are stuck for reasons outside of those covered by the Actions. Users under this role will be able to bypass any rules and approvers and have full control over Overtime requests.

🗒️ Note: This will ONLY apply to the current selected company.

Actions

You can set the Approval System to take specific actions automatically when requests going through approval become blocked. Each Action has a tooltip explaining what the action handles to the right of the dropdown.

  • Default Action: this is the action the Indigo Approval System will take when no Overtime rules have been created or no existing rule applies to the specific request. You can choose from No Action, Auto Approve, and Auto Decline.

  • Intermediate Action: this is the action the Indigo Approval System will take when the approval cannot progress further due to a lack of available approvers meeting rule criteria. Choose from No Action, Skip Approver(s), and Auto Decline.
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  • Final Action: this is the action the Approval System will take when there are no valid approvers available that meet the rule criteria. Choose from No Action, Auto Approve, and Auto Decline.
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Notifications

You can choose to have the Approval System notify employees when requests move through the different stages of the Approval process. Notifications are available for the Portal, Email, and SMS.

With the Default Notification Group setting (in General Settings), you can have the Approval System notify set users when a request falls into a Blocked state and requires a manual intervention from someone other than the assigned approvers to proceed. Once you set it up, click Save Settings.

✅ Well done: Now that your Approval System is fully configured, you can go ahead and give access to your company's employees.

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