Multi-Level Approval of Vacation Requests

Have vacation requests reviewed by multiple responsible parties

With projectfacts 6.6, the approval process for vacation requests is expanded. Especially in large companies with many employees, it is often tricky for managers or the HR department to assess whether an employee is truly dispensable during the requested period. If the colleague is scheduled in various projects with different managers, coordination can become complicated. To be able to involve more decision-makers in the vacation approval process, there is now a new function in projectfacts that makes this possible: the vacation review.

Whereas previously it was only possible to select via the user group which persons are authorised to approve vacation requests, this new function offers the ability to define review conditions — as already exist for financial documents. These ensure that a vacation request must be cleared before it is submitted to the actual approver. For example, project managers, the direct supervisor or the HR manager can give their approval before the vacation request of the employee in question is finally approved. When the request reaches the approver, they can be certain that all relevant colleagues have already given their consent. Further coordination between them is then no longer necessary.

Setting up reviews

To set up a new review for vacation requests, open the Configuration. Under the menu item “Time Recording” on the left-hand side, you will find the two tiles “Reviews” and “Conditions”, as you already know from the finance module.

Now click on the “Reviews” tile to define the prerequisites. Select which vacation categories the review should apply to. Select the “Standard” type if the reviewer should only carry out an informal review. If the review is to be a “must” condition for the vacation request to be approved, click on the “Validation” type.

Now define the reviewer, e.g. the responsible persons for each project the employee is involved in.

It is also possible to specify for whom the review should take effect, e.g. individual employees or a user group.

When the vacation request is submitted, the specified reviewers receive a notification that a new request is pending review. This can now be confirmed or rejected via the “approve/reject” button.

When setting up a review, please note that the persons who are to review the vacation request must also be in a user group that has the corresponding right to do so.