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Request Hub Use Cases

Employee Request for Accommodation Facility through greytHR Request Hub

Updated in February- 2025 | Subscribe to watch greytHR how-to video

Accommodation facilities provide employees with a safe and convenient living arrangement, especially for those relocating for work or working in remote locations. A structured request workflow ensures transparency, timely approvals, and seamless coordination of accommodation services, enhancing employee satisfaction and well-being.

The greytHR Request Hub automates the accommodation request process, enabling employees to submit requests easily and managers to process them efficiently.

Scenario

Managing accommodation facility requests involves verifying eligibility, coordinating approvals, and arranging the facility. Without a structured workflow, the process can lead to inefficiencies, delays, and employee dissatisfaction.

Parties Involved

  • Employee (Requester): Submits the accommodation facility request.

  • Manager (Approver): Reviews and approves the request based on eligibility and need.

  • Admin/Facilities Team (Reviewer): Arranges and coordinates the accommodation.

Setting Up an Accommodation Facility Request Workflow Policy

Admins can configure a customized accommodation request workflow in the Request Hub of the greytHR Admin portal. Here's how:

1. General Settings

  • Navigate to Workflow > Setup > Workflow Levels.

  • Click Add Workflow Levels.

  • Under General Settings:

  • Select Workflow Type as Request Hub.

  • Add the Policy Name as Employee Accommodation Request Policy and provide a brief Policy Description.

  • Select Request Type as Accommodation Facility Request.

  • Note: Use the Edit icon to modify request types if needed.

  • Choose the desired Employee Filter to define eligible employees.

  • Click Save Policy and Next to proceed.

2. Configure Workflow Levels

  • Select the Workflow Initiator as Employee.

  • Click Add Task to create a task list for reviewers. Tasks may include:

  • Verifying the employee’s eligibility for accommodation based on company policy.

  • Confirming the availability of accommodation facilities.

  • Approving the request based on organizational guidelines.

  • Click Add Form to create a customized form for reviewers to capture details such as the requested location, duration, and type of accommodation.

  • Click Save.

  • Enable the Make Attachments Mandatory for Reviewer checkbox, if applicable (e.g., relocation letters or job offer details).

  • Select the required number of levels (1 Level/2 Levels/3 Levels/4 Levels/5 Levels).

  • Define Application Actions for reviewers, including:

  • Approve & Forward: Approve and send the request to the next reviewer.

  • Reject: Decline the request.

  • Auto-forward Due Days: Automatically forward the request after a specified duration if no action is taken.

  • Click Next to proceed.

3. Workflow Policy Settings

  • Set Escalation Duration and Escalation Point to ensure unresolved requests are escalated.

  • Enable Initiator Actions, such as:

  • Allowing the initiator to reopen the workflow.

  • Enabling auto-close based on the specified duration from the request initiation date.

  • Click Next to proceed.

4. Review and Submit

  • Click Review and Submit to finalize and create the accommodation facility request workflow policy.

5. Activate the Policy

  • After creating the workflow, activate it by clicking the Activate button on the policy card.

  • Choose the required activation date.

  • Note: Once activated, the policy cannot be edited, but it can be deleted if needed.

How Employees Can Submit an Accommodation Facility Request

Employees can initiate an accommodation facility request using the greytHR ESS portal as follows:

  1. Go to Request Hub.

  2. Select the Request Type as Accommodation Facility Request.

  3. Provide the required details:

  4. Requested location and type of accommodation.

  5. Duration of stay.

  6. Reason for the request (e.g., relocation or temporary assignment).

  7. Add Remarks or supporting details, if necessary.

  8. Add a CC to notify the manager or any other department, if required.

  9. Click Submit.

Once submitted, the request can be tracked under the Pending tab.

How Managers and Admin Teams Respond to Accommodation Facility Requests

For Managers:

  1. Log in to the greytHR ESS portal.

  2. Navigate to To Do > Review and click Request Hub.

  3. Select the required request and click View Details.

  4. On the Review Request page:

  5. Validate the employee’s eligibility for accommodation.

  6. Verify the requested location and duration.

  7. View previous actions in the Event Timeline section.

  8. Click Approve & Forward to forward the request to the Admin/Facilities Team or Reject with reasons.

For Admin/Facilities Teams:

  1. Access the request through Request Hub.

  2. Review details such as the requested location and accommodation type.

  3. Coordinate and arrange the accommodation facility.

  4. Mark the request as Completed once the arrangement is finalized.

This structured process ensures efficient management of accommodation facility requests, fostering employee satisfaction and streamlining operations.