Updated in February- 2025 |Â Subscribe to watch greytHR how-to video
Employee cab facilities ensure safe and convenient transportation, particularly for those working in shifts or late hours. Automating the cab request approval process through the Request Hub ensures transparency, timely approvals, and efficient coordination, enhancing employee satisfaction and safety.
Managing cab facility requests involves verifying eligibility, coordinating approvals, and scheduling transportation. Without a streamlined workflow, the process can lead to delays, errors, and dissatisfaction among employees.
Employee (Requester): Submits the cab facility request.
Manager (Approver): Reviews and approves the request based on eligibility and team requirements.
Admin/Transport Team (Reviewer): Schedules and coordinates cab facilities based on availability.
Admins can configure a customized cab facility request workflow in the Request Hub of the greytHR Admin portal. Here's how:
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 Cab Facility Request Policy and provide a brief Policy Description.
Select Request Type as Cab 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.
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 cab facility based on shift hours or location.
Confirming availability of cab services.
Approving the cab request based on policy compliance.
Click Add Form to create a customized form for reviewers to capture details such as pickup/drop locations, shift timings, and cab availability.
Click Save.
Enable the Make Attachments Mandatory for Reviewer checkbox, if applicable (e.g., shift schedules).
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.
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.
Click Review and Submit to finalize and create the cab facility request workflow 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.
Employees can initiate a cab facility request using the greytHR ESS portal as follows:
Go to Request Hub.
Select the Request Type as Cab Facility Request.
Provide the required details:
Pickup and drop locations.
Shift timings or reason for cab request.
Date(s) for which cab service is required.
Add Remarks or supporting details, if necessary.
Add a CC to notify the manager or any other department, if required.
Click Submit.
Once submitted, the request can be tracked under the Pending tab.
Log in to the greytHR ESS portal.
Navigate to To Do > Review and click Request Hub.
Select the required request and click View Details.
On the Review Request page:
Validate the employee’s eligibility for cab service.
Verify shift timings or other justifications for the request.
View previous actions in the Event Timeline section.
Click Approve & Forward to forward the request to the Admin/Transport Team or Reject with reasons.
Access the request through Request Hub.
Review details such as shift timings, location, and cab availability.
Coordinate the scheduling of the cab service.
Mark the request as Completed once the cab is scheduled.
This structured process ensures timely approvals, accurate scheduling, and effective management of cab facilities, promoting employee convenience and satisfaction.