Overview

Tracker Pro & Enterprise Tiers

When Placement Approvals is on, a placement cannot be given a working status directly. Instead you submit it for approval, choose who should approve it, and the status changes only once approval is complete.

Benefits

• The right people sign off before a candidate starts work.

• You can use one approver or build a multi-level, ordered chain.

• The requested changes are held until approval is complete, so nothing changes early.

Before you start

• Require Placement Approvals must be set to Yes (see Placement Approval | Permissions, Settings & Mandatory Data)

• All mandatory requirements on the placement must be met. Check the Placement Approval block (see Placement Approval | Approval Requirements).

• The job must be a non-shift job.

Submitting a placement for approval

• Open the placement. When the requirements are met, the Submit Placement Approval button appears in the placement banner.

• Click Submit Placement Approval.

• The Placement Approval Request window opens.

• Check the Job Owner, shown read-only. 

• Choose the working status the placement should move to.

• Choose who should approve: add one approver, or build ordered approver groups (see below).

• Click Submit.

The approvers receive an email to say the placement needs approval. The requested changes are held and are not applied until approval is complete.

Note: If you change your mind, use Cancel in the window and nothing is sent.

One approver or ordered groups

Simple process: add one approver in the Placement Approval Request window. When that person approves, the requested changes are applied.

Multi-level process: arrange approvers in ordered groups.

1. Group 1 is always shown. Add one or more approvers using the type-ahead lookup.

2. Click the green plus to add Group 2, then Group 3 and so on. A group can contain one approver or several.

How groups work:

• Group 1 is notified first. Later groups are notified only when it is their turn.

• Any one member approving clears their group, and the next group is then notified.

• The requested changes are applied only when the final group clears.

• A rejection at any stage stops the process and leaves the placement unchanged.

What the button shows after you submit

After a rejection, fix any issues raised, then use Resubmit for Approval to send the placement through again.

Re-approvals

Once a placement is approved and in a working status, users without access to edit working placements cannot change it. A user who does have that access can move it to a non-working status. If the approval requirements are still met, the Submit Placement Approval button becomes available again so the placement can be sent back through approval.

Use this when terms change after approval, for example a revised pay rate.

Example scenario and tips

Example: Priya has met all requirements on a contract placement. She clicks Submit Placement Approval, picks Working as the status, adds her team lead in Group 1 and the finance director in Group 2, and submits. The team lead is emailed first. Once she approves, the finance director is emailed. When the finance director approves, the placement moves to Working.

Tips

• Check the dates and rates before submitting; approvers see them in the email.

• Add a second group only if your process needs one; each group adds a step.

• If the button is missing, open the Placement Approval block to see what is outstanding.