This article walks you through how to configure your company’s management levels and approval workflows in the platform. This ensures employees and managers are granted the right visibility and responsibilities based on your organizational structure.
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Step 1: Define your management level structure
Create the layers that reflect your company’s reporting hierarchy, such as:
Administrator (top level, system default)
Regional Manager
Manager
Supervisor
To configure:
Go to Global Settings > Platform Settings > Management Levels.
Use the ellipsis menu to add subordinate levels under each role.
Check Allow multiple managers if the role can be shared across people.
Step 2: Assign management levels to group structures
Once your levels are defined, link them to the appropriate group structures such as Departments or Locations.
Go to Global Settings > Group Structure.
Select a group type (e.g., Departments).
Enable “Is Managed” for that group to allow manager assignment.
Click into the group and set the Managed By field to the corresponding management level (e.g., Managers).
Step 3: Assign managers to specific employees or groups
After assigning a group to a management level, use the Manager Assignments screen to assign people to roles:
Go to Employees > Manager Assignments.
Select the structure type (e.g., Department).
Choose a specific group (e.g., Engineering).
Click Add or the plus icon on the right panel.
Set the Start Date and optional End Date.
Select the appropriate Role (e.g., Manager).
Choose the Assignment and then select one or more employees from the right.
Click Apply.
Click Save.
Step 4: Assign alerts to managers
You can assign specific alerts to users with a Manager role, notifying them of time tracking issues or compliance exceptions.
Go to Global Settings > Time Tracking > Alerts.
Click the three dots > Add to create a new alert.
For Audience, select Manager.
Select the Alerts type from the dropdown (e.g., “Forgot to clock in after shift started”).
Set a name (optional) and enable the alert if it’s not already active.
Under Alert Rules, define the rule condition (e.g., Forgets to clock IN after 6:00 hours/minutes).
Under Scope, select:
Custom Fields (optional) – to filter further.
Groups – such as Department or Location (e.g., Engineering).
In the Who to notify section, ensure Manager is selected.
This ensures only users assigned the Manager role within those scoped groups will receive the alert.Click Save.
Step 5: Use management levels in workflow approvals
Use your configured management levels in workflow approval logic—especially for time off requests or document processes.
Go to Global Settings > Platform Settings > Workflows.
Select a workflow category and open a specific workflow (e.g., Time Off Request).
Click Edit.
Select the Request Approval step in the workflow diagram.
In the Properties panel, use the Approval Tiers field to assign one or more management levels (e.g., Manager, Supervisor).
Save the workflow to activate it.
Quick knowledge check
Q1: What must be enabled for a group to be linked to a management level?
Show answer
The “Is Managed” checkbox must be enabled for the group structure (e.g., Departments or Locations).
Q2: Where do you define the reporting hierarchy (e.g., Administrator > Manager > Supervisor)?
Show answer
Under Settings > Platform Settings > Management Levels.
Q3: What happens if the group structure is not linked to a management level?
Show answer
Managers won’t be able to manage or approve requests for users in that group, and approval chains may not function as expected.
Need help?
If you have questions, please call us at (888) 783-1493, email [email protected], or submit a ticket.