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Setting up your Absence Approvals

How to use this page:

Use this page to work through your absence approval setup process. Follow each step in the order it appears.

  1. Watch - Overview of the Absence Approvals ~ 3
  2. Choose which absence reasons require approval 
  3. Watch - Scenario 1 - Location-Based Approvals ~ 3 mins
  4. Build an Approver group and Absence Workflow 
  5. Watch - Scenario 2 - Multi-Level Approvals ~ 3 mins
  6. Add a Second Level of Approval
  7. Watch - Scenario 3 - Route-by-Reason Approvals ~ 2 mins
  8. Add a Reason-Route
  9. Watch - Scenario 4 - Position Type or Custom Employee Group Approvals ~ 3 mins
  10. Add a workflow for a Position Type or Custom Employee Group
  11. Check in with the Red Rover team to review your Setup!
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1.  WATCH - An Overview of the Approval Setup Process

2.  Choose which absence reasons require approval:

We first need to tell Red Rover what absence reasons should require approval. To do this: 

  1. Go to SETTINGS > ABSENCE REASONS
  2. Click on an Absence Reason, then click EDIT on the right.
  3. Under the "Requires Approval" option, Choose YES, then click SAVE.
  4. Repeat this process for each Absence Reason that will require approval. 
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3.  WATCH: Scenario 1 - Location-Based Approvals

4.  Build an Approver Group

  1. Go to SETTINGS > APPROVER GROUPS
  2. Click on an ADD GROUP, and give the group a name.
  3. For Location-Based approvers, Check the box for Varies by Location. If not, ignore the box and click SAVE. 
  4. Click on a building, and search the name of the admin.
  5. Click ADD next to the approver's name, and repeat for any other admins who should approve at this location.
  6. Click RETURN TO LOCATIONS, and repeat this process for each building.
Approver Group GIF

Build a Basic Absence Workflow

  1. Go to SETTINGS > ABSENCE WORKFLOWS
  2. Click ADD WORKFLOW
  3. Enter a name for workflow. 
  4. Check the box for All non-specified employees and position types.
  5. Click the + sign, and choose the approver group in the pop-up.
  6. Click ADD, then click SAVE. 

 

Workflow GIF

Set your Release point (to Subs)

  1. Go to the workflow (SETTINGS > ABSENCE WORKFLOWS)
  2. To release as soon as the absence is created, Click the START CIRCLE
  3. Check the RELEASE box. Hit UPDATE. Then SAVE. 
  4. To release after approval, click the Approver Group box.
  5. Check the RELEASE box. Hit UPDATE. Then SAVE. 
Release

5. Watch - Scenario 2 - Multi-Level Approvals

6.  Add a Second Level Approver:

  1. Add a new Approver Group for the second level approver using Step 4 above, but do not check the box for Varies by Location. 
  2. Go SETTINGS > ABSENCE WORKFLOWS, and click on the workflow that should have another level of approval. 
  3. Click the + sign to the right of the existing approver group.
  4. Choose the Second Level approver group in the pop-up.
  5. Click ADD, then click SAVE.
2nd Level pic

7.  WATCH: Scenario 3 - Route-by-Reason Approvals

8. Add a Reason Route Rule

  1. Add a new Approver Group for the routed approver using Step 4 above, but do not check the box for Varies by Location. 
  2. Go SETTINGS > ABSENCE WORKFLOWS, and click on the workflow that should have the reason route rule. 
  3. To add a Route Rule after the first approver approves: Click the existing Approver group, then click ADD ROUTE.
  4. To add a Route Rule at the beginning of the workflow: Click the existing Approver group, then click ADD ROUTE.
  5. Choose your Absence Reason you'd like to route, then choose your routed Approver group.
  6. Click ADD, hit UPDATE.
  7. Drag and drop the boxes to a position that works for you, then hit SAVE.
Reason Route GIF

9. Watch: Scenario 4 - Position Type or Custom Employee Group Approvals

10. Add a Workflow for a Position Type

  1. Add an Approver Group for the Position Type Approver using Step 4 above, but do not check the box for Varies by Location. 
  2. Go to SETTINGS > ABSENCE WORKFLOWS, and click ADD WORKFLOW. 
  3. Give the workflow a name, then choose the position type(s) this workflow should apply to. 
  4. Complete the workflow using Step 4.b above. 
Position Type Pic

Add a Workflow for a Custom Employee Group

  1. Add an Approver Group for the Custom Employee Group using Step 4  above, but do not check the box for Varies by Location. 
  2. Go to  SETTINGS > ABSENCE WORKFLOWS, and click ADD WORKFLOW. 
  3. Give the workflow a name, then choose the employees this workflow should apply to. 
  4. Complete the workflow using Step 4.b above. 
Employee approval pic-1

11.  Check in with the Red Rover Team to review your setup 

Nicely Done! Now that you've set up your Approvals, reach out to your Implementation Partner so they can review your setup for you. 

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