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Setting Up Permission Groups to Approve Leave on Behalf of Staff

Written by StaffAny

Contents of this article are applicable to the following users

Tier: ESSENTIAL, GROWTH, SCALE

Platform: Web

Access Level: Owner

By default, a user can only approve or reject leave requests that are routed to them through leave approval settings. The Leave approve & reject on behalf of all staff permission allows a user to approve or reject any pending leave request, regardless of the leave routing. To enable this, you need to create a Permission Group with this permission and assign it to the user.

For a full overview of Permission Groups, see Permission Groups.

This guide will cover how to:

  1. Create a Permission Group with Leave On Behalf Permission

    1. Set Up General Settings

    2. Enable the Leave On Behalf Permission

  2. Assign the Permission Group to a Staff Member

  3. FAQ

Create a Permission Group with Leave On Behalf Permission

Set Up General Settings

Go to Settings > Permission Groups and click + Add Permission Group.

Fill in the following fields and click Next:

  1. Group Name — Enter a descriptive name (e.g. Leave Approver On Behalf).

  2. Base Access Level — Select the access level this group is based on (e.g. Manager).

  3. Permission Target — Select which staff this group can view and manage:
    ​ All Staff: the user can manage all staff in the organisation.
    ​ Assigned Teams or Assigned Sections: the user can manage staff in the teams or sections they are assigned to.
    ​ Selected Teams or Selected Sections: the user can manage staff in the specific teams or sections you choose here.

Enable the Leave On Behalf Permission

On the Permission Settings page, find the row labelled Leave approve & reject on behalf of all staff.

  1. In the Custom Permission column for that row, select Allow.

  2. Check that the Result column shows Allow.

  3. Click Add Permission Group to save.

Assign the Permission Group to a Staff Member

Once the Permission Group is saved, assign it to the staff member who needs to approve leave on behalf of others.

  1. Go to the staff member's profile from the MyTeam.

  2. Open the Work Info tab.

  3. Under Permission Groups, select the Permission Group you created.

  4. Click Save.

The user can now approve or reject any staff member's pending leave from the Leave Dashboard or the Leave Calendar.

FAQ

What is the difference between "Approve leave based on routing settings" and "Leave approve & reject on behalf of all staff"?

Approve leave based on routing settings allows a user to approve only leave requests that are routed to them as an approver. Leave approve & reject on behalf of all staff allows a user to approve or reject any staff member's pending leave, regardless of the routing setup.

Can I assign more than one Permission Group to the same user?

Yes. You can assign multiple Permission Groups to a single user. Permissions are combined across all assigned groups.

Who can create or edit Permission Groups?

Users with Owner access level, or users whose Permission Group has the Add and edit permission group on settings permission set to Allow, can create or edit Permission Groups.

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