Introduction

This article explains how the Dual Authorisation Workflow differs from the System Standard Authorisation and provides guidance on how to switch to this alternative workflow.

We offer two types of Dual Authorisations, in this article we are outlining the workflow that sends requests to Managers, and then designated individual specific to the requestor.

If you'd like to know more about the Dual Authorisation that sends requests to Managers, and then Admins, please see Dual Event Authorisation (Managers & Admins.

Standard Authorisation Workflow

The system's standard authorisation rule is that all events requiring approval are directed to the Line Manager, with some additional rules that apply in specific cases.

All rules are as followed:

Employee requests event and they do not have a manager – All Admins are notified, and any one can reject/approve

Employee requests event and they do have a manager – Manager is notified and can approve or reject

Employee requests event and they have more than one manager, this happens because they can have more than one job role with different managers – All managers are notified, and anyone can reject/approve

If the employee is an Administrator and they do not have a manager – The request is automatically approved

If an Administrator adds a request for another employee – it does not require an approval

If the manager of the employee adds an event for an employee – it does not require approval

Dual Authorisation Workflow

We offer an alternative workflow that allows a secondary approver for all event requests. The request first goes to Line Manager, then if approved, goes to the person specified as their ‘Secondary approver’ within the job details screen.

Where there is more than one current job role, resulting in more than one Line manager and Secondary approver, only one of each group must approve.

All rules are as followed:

Employee requests event and they do not have a manager – All Admins are notified, and any one can reject/approve

Employee requests event and they have a manager and secondary approver – Manager is notified and can approve or reject. If approved, secondary approver is notified and can approve or reject.

Employee requests event and they have a manager but not secondary approver – Manager is notified and can approve or reject, no second step approval.

Employee requests event and they have more than one manager & secondary, this happens because they can have more than one job role with different managers – All managers are notified, and anyone can reject/approve. If approved, secondary approvers are notified, and any one can approve or reject.

If the employee is an Administrator and they do not have a manager – The request is automatically approved

If an Administrator adds a request for another employee – it does not require an approval

If the manager of the employee adds an event for an employee – it does not require approval

How it works

Employee adds an event request from the Calendar. The Line Manager will receive an email and a Todo

If the manager declines, the employee will receive an email containing the reason provided, and the workflow ends.

If the manager approves, an email and Todo is sent to the second line approver. In this Todo they will see that “This request has multiple approvers”.

Clicking on this will show the approval history. In this example, the Line Manager has approved, and it is now pending for the secondary approver.

When approved or declined, the employee will receive an email confirming this and show any notes added by the authoriser. The Manager will also receive this an email confirmation.

How to get this Workflow

If you're interested in this workflow, please reach out to support.

When the workflow is turned on it will automatically add the Secondary approver field that is required. You can find this in the Job details screen of any employee's profile.

Here is where you can specify their secondary approver:

FAQs

Can someone pick up a request in the approvers absence?

All Admins are able to action anyone else's todo in their absence, including event requests.

Will this change all pending requests to the new approver rule?

Moving to this workflow will only impact requests going forward, any events requested prior to this change will adhere to the standard authorisation workflow.

How do I add the secondary approver field?

This will automatically be done when the workflow is turned on. All you need to do is then specify everyone's secondary approver within the Job details screen of their Profile.