The Approvals Function

What is The Approvals Function?

The Approvals feature provides a simple and flexible process to track recruitment spend.

Approvers are users with the Approver permission who are assigned to individual users in order to review and approve or reject the jobs that they create before they can be posted, to ensure money isn't wasted on unnecessary or inaccurate job posts. 

This flexible system can be set up for one or all users in the system, with a single or multiple approvers.

Note: Using the Approval process is not compulsory, and if a user is not assigned an approver, the job will be automatically approved and ready to use immediately. Once a Hiring Manager has been assigned to an Approver, Approvers can be changed but not removed.

How to Use The Approvals Feature

The Approvals feature can be utilised in three easy steps:

1. Create Approvers: Users given the Approver role can be assigned to approve jobs for other users. Roles and permissions can be assigned when adding a new user or updated at any time in the User Management section.
2. Assign Approvers: Assign Approvers in just a few clicks by following the steps below. 
3. Review Jobs: Once steps one and two are completed, the user who has been assigned an Approver must wait for the Approver to approve the job before they are able to post it.

How to Create Approvers

Create Approvers by assigning the approver permission to new or existing Occy users. 

For new users, the Approver permission can be added when setting them up as a user.

To add the Approver permission to an existing user, follow these simple steps:

• Choose Settings from the main menu, followed by Company and User Management.

• Find the user, click the three-dot menu, and choose Edit.

• Scroll down to the Choose Roles section and type or choose Approver from the dropdown menu. Then, click Update.

The user can now be assigned as an Approver for other users.

How to Assign Approvers

To use the Approvals function, approvers must be assigned to specific Hiring Managers in order to review and approve or reject the jobs that they create before they can be posted to the job boards.

Important Note: Once a Hiring Manager has been assigned to an Approver, Approvers can be changed but not removed.

Approvers can be assigned to budgeted jobs (jobs for positions planned into the budget by the business), unbudgeted jobs (unexpected or ad-hoc jobs that were not planned into the initial budget), or both. Occy even gives you the flexibility to assign different approvers for each.

• Firstly, ensure the users who are being assigned an approver have the Hiring Manager permission on their account. The steps to add this role to existing users are the same as the steps above; however, you will choose Hiring Manager as the permission instead of Approver.
• Once you have your Hiring Manager and Approver permissions added to the relevant users, navigate to Settings, Company, and then Approvers.

• Click +Assign Approver.

• Choose the Hiring Manager that you would like to assign an Approver to, and then select an approver for budgeted roles, unbudgeted roles, or both.
• Then, click Add.

Once the hiring manager creates a job, it will be sent to the relevant Approver for review before it can be posted.

How to Approve or Reject Jobs

Users who have the Approver permission will find the Hiring Request section in the main menu. 

Users who are only assigned the Approver permission will only be able to view and access the Hiring Request section from the main menu, and no other sections.

In the Hiring Request area, Approvers can see all pending, approved, and rejected jobs assigned to them. Jobs are organised by status in the tabs at the top of the section - All Requests, Pending, Approved, and Rejected.

An overview of each job is shown in the list. 

• Click the eye icon in the Actions column to see the full details.

• Use the buttons at the bottom of the page to approve or reject the job. Alternatively, you can approve or reject the job using the tick and cross icons next to the job in the main requests list.

Jobs can also be approved or rejected from the Tasks section.

• Click Settings in the main menu, then My Account, and Tasks

• In the My Tasks tab, you will see a list of pending approvals that can be managed using the dropdown menu. Once a job has been approved or rejected, it will disappear from the list.

Once a job is approved or rejected, the hiring manager will receive an email notifying them of this.

If a job is approved, the hiring manager/recruiter can now create a campaign to advertise the role.

When a job is rejected, the Approver must add a reason for rejecting it, which will be sent to the Hiring Manager. The rejected job cannot be amended, and the Hiring Manager will need to create a new one.