Assign approvers to an employee
On the Review/Approval page, you can specify which users are allowed to review and approve an employee's expenses.
An employee can be assigned one or more approvers. This allows multiple supervisors, for example, to review and approve the employee's trips and receipts.
Only users who have been granted the Approver permission under Roles/Permissions can be selected as approvers. If a user is not available for selection, first check their permissions. You can manage a user's permissions under Roles/Permissions.
Who approves the employee's expenses?
The upper section shows the users who are currently assigned as approvers for the selected employee.
Click Add approver to add one or more approvers. Only users who have previously been granted the Approver permission under Roles/Permissions are available for selection.
To remove an existing approver, click the X on the right-hand side of the corresponding row.
Important: The last approver assigned to an employee cannot be removed while the employee still has expenses awaiting approval. If you want to remove the current last approver, you must either assign another approver first or ensure that there are no expenses awaiting approval.
If no approver has been assigned yet, this is indicated accordingly. Add at least one approver if the employee's expenses are to be processed through the review and approval workflow.
Approval rule when multiple approvers are assigned
If multiple approvers are assigned to an employee, the approval rule determines how the approval process works.
The following rule is currently available:
- One approval is sufficient: Approval by any one of the assigned approvers is sufficient. As soon as one approver approves the expense, no further approval from the other assigned approvers is required.
The additional rule All must approve is already shown in the interface but is not yet available. In the future, this rule will make it possible to require approval from all assigned approvers.
Specify which employees a user can approve
The lower section shows the assignment from the opposite perspective. Here you can see which employees the currently selected user is assigned to as an approver.
The upper section therefore determines who can approve the expenses of the currently selected employee, while the lower section determines which other employees the currently selected user can act as an approver for.
Click Add employee to assign additional employees to the currently selected approver.
To remove an existing assignment, click the X on the right-hand side of the corresponding employee.
The same restriction applies here: If the selected user is the last approver assigned to the respective employee, the assignment cannot be removed while that employee still has expenses awaiting approval. In this case, another approver must first be assigned to the employee, or there must no longer be any expenses awaiting approval.
To be assigned as an approver for other employees, a user must have the Approver permission. You can grant this permission under Roles/Permissions.
Example with multiple approvers
An employee has two assigned approvers. The approval rule One approval is sufficient is selected for the employee.
When the employee submits a trip or receipt for approval, either of the two approvers can review it. As soon as one of the approvers approves the expense, the approval process is complete. Additional approval by the second approver is not required.
If one of the two approvers is to be removed, you can remove the assignment using the X. Since another approver remains assigned, this is also possible while there are still expenses awaiting approval.
If you then want to remove the last remaining approver, this is only possible if another approver is assigned first or if the employee no longer has any expenses awaiting approval.
Further information
For more information about the process from submitting an expense to its approval, see our help article on the approval workflow.