Approval processes in the company settings

On this page you define who has to approve your employees' time entries, absences and extra pay bookings before they become final — including the order for multi-step approvals.

You find this page in the company area, in the left-hand menu under the "Time tracking" section, as the entry "Approval process". This menu item only appears if your company uses the time tracking module.

Who can see and edit this page

This page is only accessible to company admins; every other role is automatically routed to the company profile. Creating, editing and deleting are accordingly only possible as an admin, and the permission is additionally checked on the server.

Creating or editing a process

The round plus button in the bottom right opens the create dialog; the pencil icon on a table row lets you edit an existing process. You define:

• Name – required, unique company-wide.

• Applies to – all, time tracking, extra pay, or absence; optionally also a specific task or extra pay type.

• Valid for – all employees, a specific group, or specific individual employees (multi-select).

• Approval steps – a drag-to-reorder list. For each step you set who approves: specific employees, the supervisor, the supervisor's supervisor, payroll, or the project manager. Additionally (except for payroll), an editing window in days from creation during which the approver may still edit the entry themselves.

• "Locked after approval" – switch; when enabled, an already approved entry can no longer be changed by anyone except payroll.

• Active – switch to enable/disable the entire process.

When do changes take hold?

Which process applies to an entry is only determined when creating a time entry/absence/extra pay booking, and again on every subsequent content change to that entry. If you change the approval chain itself (e.g. different approvers, different order, "locked after approval"), this only affects entries created or changed afterwards — already submitted, still-open approval steps are not automatically re-evaluated, and already approved entries are not retroactively re-checked. So who sees pending approvals on the "Approvals" page depends on the process state at the time of submission, not the current process definition.

Deleting a process

The trash icon lets you delete a process after a confirmation prompt. There is no check whether the process is still used in ongoing approval steps — already-running approvals with this process remain unaffected, but new entries no longer take the deleted process into account. If no matching active process is found for a new entry, it doesn't require approval at all.