When a user registers for a training, the registration can first be submitted for approval to the manager and/or HR employee. This article explains how you configure the approval flow per training, which approval levels there are and how you approve or reject registrations.
Requirements
- The approval flow must be enabled for the training.
- You have the role of manager or HR employee with the corresponding rights.
- For HRM approval, an HR employee must be linked to the department of the user.
Configuring approval per training
For each training definition you can set separately whether approval by the manager and/or HR employee is required. You do this via the tab Details of the training definition:
- Go to the training definition and open the tab Details.
- Under the section with registration settings you find two separate options:
- Manager approval — enable this if the manager has to approve the registration.
- HRM approval — enable this if the HR employee has to approve the registration.
- Click Save.
You can enable or disable the options independently of each other. This gives three possible configurations:
| Configuration | Manager approval | HRM approval | Result |
|---|---|---|---|
| Manager only | On | Off | Only the manager has to approve |
| HRM only | Off | On | Only the HR employee has to approve |
| Manager and HRM | On | On | Both the manager and the HR employee have to approve |
Note: When you use the configuration HRM only, an HR employee must be linked to the department of the user. If this is not the case, the user receives a message that the registration cannot be processed.
How does the approval flow work?
- A user registers for a training via the catalogue.
- The registration gets the status Awaiting approval.
- The responsible person or persons receive a notification with the request to approve or reject the registration.
- After full approval by all required parties, the registration gets the status Registered.
Status flow per configuration
The status flow differs depending on the configured approval levels:
Manager approval only:
- User registers → status Awaiting manager approval.
- Manager approves → status Registered.
HRM approval only:
- User registers → status Awaiting HRM approval.
- HR employee approves → status Registered.
Manager and HRM approval:
- User registers → status Awaiting manager approval and Awaiting HRM approval.
- Both parties have to approve the registration before the status changes to Registered.
Tip: Via the homepage widget Requests for approval you immediately see which registrations are awaiting your approval.
Approving or rejecting registrations
As a manager
- Go to Actions > Review training requests.
- On the tab Requests to review you see all outstanding requests.
- Click the magnifying glass icon to open a request.
- Click Approve or Reject. When rejecting, you can enter a reason.
As an HR employee
- Go to Actions > HRM > Approve training requests HRM.
- On the tab Requests to review you see all outstanding requests.
- Click the magnifying glass icon to open a request.
- Click Approve or Reject. When rejecting, you can enter a reason.
Note: With the configuration Manager and HRM, the registration has to be approved by both parties. If one party rejects, the registration is rejected and the participant receives a notification about this.
Frequently asked questions
Can the approval flow be skipped?
Yes, with the right Skip manager approval an administrator can skip the approval step for users without a manager.
Does the participant see whether a registration is approved or rejected?
Yes, the participant receives a notification with the result. When rejected, any comment from the manager or HR employee is shown as well.
What happens if a manager or HR employee does not respond?
Reminders are sent automatically (if configured). An administrator can also approve the registration manually.
Can I configure the approval flow per training?
Yes, on the tab Details of the training definition you can set separately per training whether approval by the manager and/or HR employee is required.
What if a user has no HR employee?
When a training requires HRM approval but no HR employee is linked to the department of the user, the registration cannot be processed. Make sure every department has an HR employee assigned.