Guide to Approval Workflow

Overview

The Approval Workflow automates the timesheet approval process, eliminating manual steps and improving efficiency. It ensures employees verify their timesheets before managerial approval, reducing errors and processing time.

Prerequisites for Setting Up an Approval

1. Set Up Pay Cycles

Define payroll cycles based on timezone selection. The approval process runs at the end of each pay cycle.

• Navigation: ➡ Dashboard > Settings > Payroll Cycles

2. Configure the Approval Path

Establish a hierarchy for timesheet approvals.

2.1 Set Access Privileges

Approvers must have login access with timesheet approval privileges.

🔗 Access Privileges Guide

• Navigation: ➡ Dashboard > Settings > Login Profiles

2.2 Assign Reporting Managers

Each employee must be linked to a reporting manager responsible for approvals.

• Navigation: Dashboard > Employee Edit > Employment Information > Employee Manager

3. Assigning the Approval

If you want to assign the same Approval and Pay Period to all employees:

Dashboard > Settings > Default Settings > Select Pay Period and Approval > Click Submit
Then, click “✅” in front of Pay Period and Approval or for any other default settings.

Note: Assigning through Default Settings ensures the same configurations apply automatically to new employees added to the NgWorkforce system.
If you have multiple pay cycles and approvals, please refer to the process below.

• Navigation:
  • Dashboard > Employee Edit > Paycycle
  • Dashboard > Employee Edit > Attendance > Approval Workflow

🔹 Note: If using BambooHR, the system auto-updates the organization structure.

Note: In the case of BambooHR integration, the system will automatically update the organizational structure as per BambooHR.

How to Create an Approval Workflow

• Navigation: Dashboard > Settings > Approval Workflow

Steps 

1. Click “+” to create a new workflow.
2. Enter a Workflow Name.
3. Create an Identification Code.
4. Select Trigger: “Paycycle End”.
5. Update the buffer time to review timesheets before running the workflow
6. Select Approver Levels > Click Add.

Note: Multiple Approval workflows can be created and assigned based on operational requirements

How to Create a Group-Based Approval Workflow

Ensure employees and approvers are in the same group with approval rights assigned via login profiles.

🔗 Group Concept Guide

How to Approve Employees’ Timesheets

1. Approve via Dashboard

• Navigation:  Dashboard > Approval > Select Approval > Choose Pay Period
  
  • Select employees ✅ > Click Approve.

2. Approve via Timecards

• Review & update timesheets.
• Click “Approval”.

3. Approve via Consolidated Report (Bulk Approval)

To ensure transparency, an automated email notification is sent to employees and managers at the end of the pay cycle.

How To Assign Approval Workflow?

Navigation : Dashboard > Employee Edit > Attendance > Approval workflow

How to check the Approval Status

An Approval status report can be used to determine the approval status.