In order to control and validate the entry of your team's scores, you can define an approval path for each site, containing several levels and several approvers per level. If no approval path has been defined at site level, but there is one at agency level, then the latter is taken into account. There is only one possible level for the Agency approval path.
This path only applies to the clocking-in of hours worked. For absence requests, you need to define the approvers at department level.
This functionality is available on request. If you are interested in activating the timekeeping validation module, please contact us at firstname.lastname@example.org.
In this article:
From the "Worksites" tab
The first step is to go to "Administration" (1) then "Projects" (2). You will see a list of all the sites in the department. Click on the site of your choice.
Once you are in the "Jobsite" file, you will find a button at the bottom of the page, "Modify the validation circuit".
A window will open. First of all, check that you are in the "Pointing" tab (1) and then the "Approval path" tab (2). You can now create as many hierarchical levels (3) as you need and add approvers (4) for each one.
You can also delete an approver from a level by clicking on the red cross (5) or an approval level by clicking on the red bin (6).
If you change the approval path, remember to click on "Recalculate current approvals" to update scores that are already "to be validated".
- You can set up weekly reminder emails to inform approvers that they still have scores to validate over the last two weeks.
- You can also configure your approval process by entering users one by one or by importing them from Excel. To do this, simply click on "Import Excel", right next to "Recalculate current approvals", at the bottom of your pop-up window. The first step is to choose the scope of the approval path (1). You can then click on "export data to Excel" and make your changes to the file (2). Then all you have to do is import or upload your file (3).
If you click on the "Duplicate" tab (1), you can duplicate the approval path of another worksite by selecting the path to be duplicated in the drop-down list (2), then clicking on "Duplicate" (3).
Please note! This action replaces the current approval path.
From the "Agencies" tab
In the "Administer" menu (1), click on "Agencies" (2).
In the Agency's "Settings" section, click on "Modify the check-in validation circuit".
The same window will then open as for the 'Projects' section. Don't hesitate to look at the explanations in the previous section if you are unsure.
However, there are two differences :
- You cannot configure several approval levels. You can select several people, but they will all be at the same level.
- You cannot duplicate your approval path to another agency.
Information common to both tabs
Once you have configured the approval path for the Agency or for your Worksites, you will notice the following behaviour: approval starts at level 1 and continues at all higher levels. Within the same level, all approvers are called upon and at least one of them must approve the scores for approval to continue at the next level up.
- It is only once one of the approvers at the last "Worksite" level has given his approval that the approval process continues at the "Agency" level. All the approvers will then be approached and at least one of them must approve the scores for them to be definitively validated.
- If a score is already in the validation circuit, the approver must go through the "Score validation" page.
The cells for the days of the week are framed in "orange" to indicate the "awaiting approval" status. There is also a pictogram next to the date in each cell, which you can click to view the next approvers requested and the history of approvals (1).
On the left-hand side of the screen, you will see a summary of the hours worked by each member of staff. If you are waiting for the approval circuit to be validated, the hours are also circled in orange (2).
For their part, approvers asked to validate scores have access to the "Score validation" menu available from the home page.
By clicking on it, you will be able to approve or reject the scores: if you reject a score, you must enter a "rejection comment" which will be displayed in the validation history and will be identical to all the scores selected. This comment will be visible to the user who made the check-ins. Once a score has been rejected, the approval process ends.
Once the approval process has been completed, when you look at the scores again you will see the following information :
- If the score has been accepted, the cells for the days of the week and the summary on the left of your screen will appear in green. If you click on them, you will see information about the people who have accepted the scores.
If the score has been refused, the cells for the days of the week are framed in red. If you click on them, you will get information on who refused it and why (1). You will also find the days framed in red in the summary box on the left of your screen (2).
If you ever wish to set up a reminder email to be sent to approvers, please email us at email@example.com as this is an option to be added.
Once activated, you will need to go to the Agency file to set the date and time for the weekly email to be sent. The box is at the bottom of the page in the "Settings" category. Here you can set a day and time when you want the reminder to be sent.
Only approvers who still have scores to validate for the last two weeks will receive the email reminder. As soon as the validator at one level has validated, an email is sent to the level above informing it that it has scores awaiting validation.
Finally, the claimant in turn receives an email when their claim has been fully processed (validated or refused), depending on the decision of the validator at the last level.
Do you have any other questions we haven't thought of? Send us your request at this address. We look forward to hearing from you!
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