Setting Up a Multi-Level Approval Workflow

Build a multi-level approval path (direct supervisor → HR → executive) for leave and clock-in correction requests, so approval responsibilities are clear.

In a mid-sized or larger company, holiday and overtime requests usually go through several layers of approval (e.g. the direct supervisor approves first, then a department manager or HR signs off). FLEXPEO supports configurable multi-level approval workflows.

Step 1: Open the approval settings page

  1. Go to Employer > Approval Settings.
  2. Click Add in the top right to start building a new approval workflow.

Step 2: Set the approval basics

  1. Workflow name: e.g. "Manager + HR dual approval (Annual Leave)".
  2. Pick the audience:
    • You can apply this workflow to specific departments, specific positions, or every employee in the company.
    • Pick which request types it applies to (e.g. leave, overtime, clock-in correction).

Step 3: Set the approval levels (key step)

This is the heart of the workflow — it decides who has the authority to click Approve.

  1. Level 1 (direct supervisor):
    • Click Custom Approver.
    • Pick By Position or By Person.
    • If Direct Supervisor is available for your workflow, select it and confirm the approver shown by the system.
  2. Add Level 2 (department manager / HR):
    • Click Add Approval Level or + to create a second step.
    • Pick By Person this time, then choose the HR specialist or department head responsible for the final sign-off.
  3. Review every level and approver before saving.
  4. Click Save and the multi-level workflow is ready.

Friction-Killer tip: Keep approval workflows as simple as you can. More than three levels seriously slows things down and frustrates employees. Where possible, give direct supervisors full authority on routine leave and only loop in HR for special cases (e.g. unpaid leave).