This video walks you through all the different options an Administrator has with approval requests in Invoxy.
Setup an Approver
For a contact to be set up as an approver they must have the Approver setting ticked in their record.
You can do this when you add a New Person from a Placement - simply make sure the approver box is ticked green.
Alternatively you can make an existing user an Approver under Manage > People - edit their record and make sure the Approver box is selected.
Add the Approver to the Placement
Make sure the approver of time entered is added to the Placement in the Team section.
To request approval on behalf of your candidates, go to Time > Week Summary. Click on the Timesheets Pending button to bring up time to request approval for, then select the users you wish to request approval for and in the top right corner select the options button with the three lines.
Click Request Approval to send requests to the approvers. Alternatively, if the client gives you permission you can also select Approve Time to bulk approve time for selected candidates.
If you want to request approval for all time that has been entered for a candidate rather than just a single week, simply click on their name to go into their Timesheet view then click the Request Approval button.
A pop up will show a summary of all time that will be included in the request, and you can click Send Request to send a single approval request for all time listed.
Approve, Reject and Delete a Request
To action a request inside the Invoxy app go to Time > Approval Requests. From here you can see the other approvers on a specific Placement, their response time on an approval and a green plus button to either reject or approve the request.
To delete the request click on the Delete button on the bottom right-hand corner, you or the user will have to re-submit their request.
From here you can also resend the approval requests if needed. Clicking Resend Emails will only resend requests that are still Pending.
Send Reminder Message
Administrators may need to remind their users to complete their time and request approval - in Invoxy you can easily send a bulk reminder message for this task.
To do this, go to Time > Messages. Select New Message and filter the People you would like to send this to. Select the Template you wish to use and edit the message (if desired) before clicking Send Message.
For more on message templates click here.
In Invoxy, designated approvers can accept approval requests straight from their emails, with no need to create an Invoxy account.
To view full details, the approver simply needs to click View Request to view the details of the request. From there they can view the details of the time and choose to Approve/Reject the approval (with a reason, if desired).
Once the approver has actioned the request, the user receives a notification that their time has either been approved or rejected and given an opportunity to go back into the app and resubmit their request.
Remove an Approval Request
To remove an approval request go to Time > Approval requests > Complete and select the "x" to remove the approval (screenshot attached).
From there you or the contractor can edit the time entries for resubmitting.
1. If a resource changes the time while an approval request is pending, the time will be amended on the request and will not need to be resubmitted.
2. One approval approves the request in its entirety
3. One rejection rejects the request in its entirety - including approved or pending time
4. Approved time may not be edited