Guide to Approval Workflow

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.

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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

🔗 How to Set Up Payroll Cycle

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

If your NextGen Account is linked with BambooHR, and all employees are updated with complete information, including managers, they will automatically sync in the NextGen Account. However, please confirm that each employee is 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:

Navigation:

• 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, follow 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.

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How to Create an Approval Workflow

Navigation:

• Dashboard > Settings > Approval Workflow

Steps to Create an Approval Workflow:

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.

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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

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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

1. Review & update timesheets.
2. Click “Approval”.

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

1. Review & update timesheets.
2. Click “Approval.”

3. Approve via Consolidated Report (Bulk Approval)

Approving through a consolidated report allows mass approval of timesheets.

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

Approving through a consolidated report allows mass approval of timesheets.

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

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How to Check the Approval Status

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

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Need Help? Contact Customer Support

If you need assistance, please reach out to our support team: Customer Support!