There can be a situation where an employee needs to step out of the office for various reasons. The reason can be personal or official such as visiting a customer site, working from home, or visiting a bank for some time. You can use greytHR's Regularization & Permission feature to streamline the complete process.

The feature helps an employee to apply for permission to step out in advance. Applying for permission helps the employees avoid attendance regularization and the manager to plan work.

The Workflow Levels page in the greytHR Admin portal helps you finalize the number of reviewers required to approve an application and set the policy for the Regularization & Permission feature.

To view the Workflow Levels page, click Workflow > Setup > Workflow Levels.

As an admin, you can manage and control the activities that a user can perform from the User Roles page. The page allows you to control the access for activities such as Apply Permissions On Behalf, Employee Permission Workflow Admin, Employee Permission Workflow List, Permission Policy Assignment, Post Permission Transaction, Post Permissions Transactions without rules, Permission Apply - Employee, Apply Permissions On Behalf (manager).

Create Regularization & Permission workflow levels

To create Regularization & Permission workflow levels, perform the following actions:

On the Workflow Levels page, click Add Workflow Levels. The form opens.
Under General Settings, from the Select Workflow Type dropdown list, select Regularization & Permission.
In the Policy Name text box, enter a name for the policy.
In the Policy Description text box, enter a description of the policy.
From the Permission Type dropdown list, select the required permission type.
Click Save to save the permission type.
From the Select Employee Filter dropdown list, select the required employee filter.
Click Save Policy to save the General Settings.
Click Next to move to the Workflow Levels settings.
Select 1 Level/2 Levels/3 Levels/4 Levels/5 Levels option as per your requirements. The selected number of levels defines the number of reviewers required to approve the application.
From the Reviewer Level 1 dropdown list, select a job role as the first reviewer. When an employee applies for permission, the application will go to the selected job role for approval first.
Note: You can perform the same steps to appoint more than one reviewer.
Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the application based on your selection here. The actions available for a reviewer are:
1. Forward
  This option is available only if there is more than one reviewer. The Forward option allows the reviewer to forward the application to the next-level reviewer.
2. Accept
  This option is available for all levels of reviewers. By selecting the option, the application gets accepted.
3. Reject
  This option is available for all levels of reviewers.
Click Save Policy to save the permission workflow levels settings.
Click Next to move to Workflow Policy settings.
Under the Permission Duration Type, select the required time slab from the Time Slab Type dropdown list. You can choose the following time slabs:
1. Hour wise - The option enables your employees to apply for permission for specific hours.
2. Session wise - The option enables your employees to apply for permission for 1st half or 2nd half of the shift.
Under the Permission Limit, enter the required time in the Min Time Slab text box.
Note: The minimum time slab must be greater than one minute. Employees can only apply for permission for up to one minute.
Under the Max Duration for Permission Request, enter the Daily, Weekly, and Monthly maximum hours and count in the Max Hour(s) and Max Count text box. You can define permission hours and how often an employee can apply for permission daily, monthly, or weekly.
Example - If you enter four hours as Max Hour(s) and two as a Max Count for Weekly. This means in a week; employees can apply for four hours twice. If an employee wants to apply for permission two times, they need to split the four hours into two and then apply.
Note: The daily, monthly, and quarterly limits are not cumulative across the configured permission types. Employees can independently utilize the limit for each specific type of permission that has been set up.
In the Apply Settings section,
1. Under Date Criteria, select the Employee can apply for past date(s), or Employee can apply for future date(s) options and the total days an employee can apply for a past or future date as per your requirements.
2. Under Restriction Criteria, select the following options if required:
  1. Allow employees to apply for Permission only if the total work hours is selected hours- Select the number of working hours an employee must fulfill to apply for permission.
  2. Restrict employees from applying for permission if total work hours is greater than zero hours- Enable this option if an employee fails to fulfill the minimum hours.
    Note: You can select Option (i) or Option (ii) and not both options simultaneously.
  3. Restrict employees based on their attendance status- You can restrict the employees from applying for permission based on attendance status.
    Restrict permission applications for the entire day:
    1. If both the session statuses match the configures status: If an employee is absent for the first session, this option restricts them from applying for permission for the first session but permits them to apply for the second session, and vice versa.
    2. If any one of the session statuses match the configures status: If an employee is absent for either the first or second session, this option restricts them from applying for permission for the entire day.
    3. Attendance Status / No Swipe: You can restrict employees from applying for permissions when they are on leave, holiday, off day, or other attendance status or day/type.
3. Under Approval Criteria, select the following options if required:
  1. Auto approve automatically after selected no. of days: This option allows the permission request to be automatically approved after the set days.
  2. Enable self approval when an employee applies for permission: This option allows employees to self-approve their permission requests, which will appear in the Pending tab for them to either approve or reject.
  3. Auto approval for top level managers - This option allows the top-level managers, who do not have Reporting Managers to auto-approve their permission requests.
  4. Enable auto approval for employees under Workflow Auto Approve role: Mapping the Workflow Auto Approval user role to an employee and enabling this option will automatically approve that employee's permission requests.
4. Under Reason Criteria, select Mandatory to include a reason while applying for Permission option to make the reason mandatory while applying for permission.
Click Save Policy to save the workflow policy settings.
Click Review and Submit to create permission workflow levels.

After defining the policy for permission, you can apply for permission on behalf of an employee.

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