HR help guide

Step-by-step guide

This guide will show you how to review and approve or decline data changes awaiting verification.

Contents

• Introduction
• Data awaiting verification
• To review/verify data changes
• To review/verify data changes in bulk
• Declining a verification
   

Introduction

HR can be configured so that different types of data change require different types of verification. Changes can be set to have no verification, be verified by HR or line manager or by HR only. Eg a team member requesting time off for a holiday would most usually be verified by the line manager.

Data awaiting verification

• When a data is entered that requires approval you will be presented with the following type of message:

• In the Summary screen this will be reflected by the plus sign, if it is data that is to be added, alongside the newly created entry

To review/verify data changes

• Go to Approvals > Verification
• You will be presented with a listing of all data changes for the employees that you have access to and are the verifier for, that are pending verification
• There are three verification types that are visible which are denoted by the icon in the Type column
  • A green plus sign denotes a new verification
  • An orange circle denotes that existing data has been updated
  • A red minus denotes that data has been deleted
• So if you insert a new record it will be green, if you amend an existing one, it will be orange and if you delete one it will be red

• A Filter button in the top left means you can narrow down the list if presented with a lot of records. Press Filter to apply the search criteria. This criteria will be saved for future reference

• To clear previous filter criteria, a Reset button clears the filters to their default state, but the user will need to click on the Filter button to apply the default filter
• This is to prevent the grid from prematurely loading all (potentially large numbers of) verification records and allows the user to make further changes to the filters if needed, before applying
• Details of the change can be accessed in two ways:

1. Quick view in the summary list: expand the triangle to the left of the record to view the details.  You can then tick the box to left of the record (you can also multi select with this method - see next section) and then click Approve or Decline at the bottom of the page to process.

2. Detailed view in the related page: Click View to the right of the relevant record to go to the separate page to see the full details, and in the case of absence you can check Who's Off (manager team view) during that time to ensure appropriate cover.  The record can then be approved or declined on the related page.

Note: An over-allowance warning is shown when a holiday request would exceed an employee's holiday entitlement, flagged in the verification summary grid, on the request itself, and at the approval stage.  This is a warning only, it doesn't block submission or approval, so it is up to the approver whether they permit the request or reject it.

To review/verify data changes in bulk

• Records pending verification can be marked and then approved or declined in one action
• Records can be marked one at a time to by clicking the box adjacent to the employee photo or can all be marked by clicking the box in the column headings
• Clicking Approve or Decline will then process all records selected
• A confirmation of the approval or decline will then be sent to the employee

Declining a verification

• If a verification is declined there is the opportunity to enter the reason for decline
• This reason will appear in the email that is sent to the employee