Approval workflow setup

Configure how expense reports are routed for approval in Eloope, including role-based routing, amount-based rules, and auto-escalation.

Access approval management

1. Go to Admin Settings > Approval Management.
2. Use the six tabs to configure different aspects of your approval workflow: Roles, Rules, Relationships, Hierarchy, Org Chart, and History.

Roles tab

The Roles tab defines which roles have approval authority.

1. Click the Roles tab.
2. Toggle approval permissions for each role (e.g., enable approval for Manager and Finance, disable for Employee).
3. Click Save.

Only users with an approval-enabled role can appear as approvers in the workflow.

Rules tab

The Rules tab lets you set amount-based routing. Different expense amounts can require different levels of approval.

1. Click the Rules tab.
2. Click Add Rule to create a new amount threshold.
3. Define the amount range and the required approvers.
4. Click Save.

Example configuration:

Amount range	Required approvers
Under $500	Manager only
$500–$5,000	Manager + Department Head
Over $5,000	Manager + Department Head + Finance

Note: Rules are evaluated in order. If an expense report total matches a rule, it is routed to the specified approvers.

Relationships tab

The Relationships tab defines who reports to whom. These manager-employee relationships determine the default approval chain.

1. Click the Relationships tab.
2. For each employee, select their direct manager from the dropdown.
3. Click Save.

When an employee submits a report, it routes to their assigned manager first.

Hierarchy tab

The Hierarchy tab configures reporting levels beyond the direct manager. Use this to set up multi-level approval chains.

1. Click the Hierarchy tab.
2. Define reporting levels (e.g., Level 1 = Direct Manager, Level 2 = Department Head, Level 3 = Finance Director).
3. Click Save.

Org Chart tab

The Org Chart tab provides a visual representation of your organization's reporting structure. Use it to verify that relationships and hierarchy are configured correctly.

1. Click the Org Chart tab.
2. Review the visual tree of your organization.
3. Click any node to see the person's role and direct reports.

History tab

The History tab records every change made to the approval workflow. Use it to audit who modified rules, relationships, or hierarchy and when.

1. Click the History tab.
2. Browse the log of past changes, including the date, user, and description of each change.

Auto-escalation

When an approver does not act on a pending report, Eloope can automatically escalate the request.

1. Go to Admin Settings > Approval Management.
2. Open the escalation settings.
3. Configure the escalation action:
   • Remind: Send the approver a reminder notification.
   • Escalate: Forward the report to the next person in the approval chain.
   • Auto-approve: Automatically approve the report after the timer expires.
   • Auto-reject: Automatically reject the report after the timer expires.
4. Set the escalation timer interval: Hourly, Every 2 hours, Every 4 hours, or Daily.
5. Click Save.

Warning: Se Auto-approve and Auto-reject with caution. These actions bypass human review and may not be suitable for high-value expenses.