Setup Attendance Approval Rules
Available on: Desktop · Web · Phone
Navigate to Payroll Setups and click on "Setup Attendance Approval Rules".
Setup Attendance Approval Rules decides who approves an employee's leave and missed-punch requests from the attendance app, level by level. Until you add rules, every request uses COMPANY DEFAULT: the employee's reporting manager, then HR. COMPANY DEFAULT is created by itself with the first request, at priority 99.
The screen
Rules (top grid): one line per rule — who it is for.
Levels (bottom left): the approvers of the selected rule, in order.
Try it (bottom right): shows who a real employee's request would go to, using what is on screen, even before you save.
Rule columns
Rule Name
The rule's name, in capitals. Two rules cannot share a name.
Request Type
LEAVE, MISSED PUNCH or (ANY).
Branch, Department, Grade
Who the rule is for. (ANY) = not limited.
Priority
Breaks a tie between two rules that fit equally well: the lower number wins (10 to start, 0 to 999).
Inactive
Yes stops the rule being used. Requests already made keep their approvers.
Requests
Filled in by the screen: how many requests have used the rule.
Level columns
Approver
REPORTING MANAGER, MANAGER'S MANAGER (the reporting manager's own manager), NAMED EMPLOYEE or HR — any working HR user whose HR branch is the employee's branch, or all branches.
Named Employee
Only for NAMED EMPLOYEE: start typing a name and pick the employee from the list.
Can Override
This level may approve or reject while earlier levels are still waiting; the waiting levels are then marked overridden. Not on level 1.
A rule has 1 to 9 levels.
Which rule applies
For each request, the rules that are active, have at least one level and fit the employee and the request type are compared:
the rule that names the most of request type, branch, department and grade wins;
on a tie, the lowest Priority wins;
if that also ties, the rule saved first wins.
When no rule fits, COMPANY DEFAULT is used. It fits everyone, but any rule that names even one condition beats it, whatever the priorities. Only its priority and levels can change; it cannot be deleted or made inactive.
Example — Two rules exist: STORE LEAVE (LEAVE, branch Delhi) and DELHI SALES ((ANY), branch Delhi, department Sales). Neha in Delhi Sales applies for leave: both rules fit, each names two conditions, so the lower Priority wins. Her missed-punch request fits only DELHI SALES — a LEAVE rule never fits a missed punch. Ravi in Mumbai fits neither, so his requests use COMPANY DEFAULT.
When a level is skipped
A level is skipped when:
it finds nobody in the organisation structure,
it would be the employee themself, or someone who has left,
it is the same person as the level before (the last level not skipped), or
it is an HR level straight after another HR level.
If every level is skipped, HR decides. Try it shows each skipped level and why.
Changing a rule never changes requests already waiting — they keep the approvers they started with.
Set up a rule
Step 1: The rule
On the blank last line of the rules grid, type the Rule Name, then choose Request Type, Branch, Department and Grade, and set Priority. Finishing the line takes you to its first level.
Step 2: The levels
Add the rule's levels in the levels grid, in order. For NAMED EMPLOYEE, pick the employee.
Tick Can Override on a later level that may decide before the earlier ones.
Step 3: Try it
Choose TRY: LEAVE or TRY: MISSED PUNCH, press Try for Employee... and pick someone.
It shows the rule they would get, and for each level the approver, who it is today, and the result: ASKED, ASKED (CAN OVERRIDE), SKIPPED with the reason, or ADDED when HR is added because nobody else was found.
Step 4: Save
Press Save and confirm. All changes are saved together.
Example — Leave in the Delhi store should go to the store manager, then to Priya in HR, but Priya may decide directly when the store manager is away. Rule DELHI LEAVE: LEAVE, branch Delhi. Level 1 REPORTING MANAGER; level 2 NAMED EMPLOYEE Priya, Can Override ticked. Try for Employee on a Delhi salesperson shows level 1 = their manager (ASKED) and level 2 = Priya (ASKED (CAN OVERRIDE)). If Priya approves while the manager has not yet acted, level 1 is marked overridden.
Deleting
Delete a rule or a level (F8) and confirm — Delete rule '…'? or Remove level N?. It goes when you Save.
A rule requests have used cannot be deleted — tick Inactive instead. COMPANY DEFAULT cannot be deleted.
Closing the screen with changes not saved asks first: No goes back so you can save.
Messages you may see
Enter the rule name.
A rule's name was cleared
Type the name
There is already a rule '…'.
Two rules with one name
Use a different name
Level N: pick the named employee.
Approver is NAMED EMPLOYEE but nobody is picked
Pick the employee
A rule has at most 9 approval levels.
Adding a tenth level
Remove a level first
…: add at least one approval level.
On Save: the rule has no levels
Add a level
…, level N: pick the named employee. / …, level N: '…' is not a working employee.
On Save: a named approver is missing or has left
Pick someone working, or another approver type
'…' and '…' apply to the same employees with the same priority; give one a different priority.
On Save: two active rules have the same request type, branch, department, grade and priority
Change one priority, or make one inactive
'…' was used by requests; tick Inactive instead.
Deleting a rule requests have used
Tick Inactive
The company default is used when no other rule fits; it cannot be deleted.
Deleting COMPANY DEFAULT
Change its levels instead
Employee not found
Try it: the employee picked cannot be found
Pick another employee
There are changes not saved yet. Close without saving?
Closing with changes not saved
No goes back so you can Save
Nothing to save.
Nothing was changed
—
Modification rights are not available...
On Save: your user may only view this menu
Ask for modify rights in User Access
On the web
The same screen is on the web. On a phone or a narrow tablet, a switch shows the Rules, the Levels or Try it, one at a time.