Bulk Approvals

Learn how to efficiently review and process multiple approval requests simultaneously using the bulk approval features in the Shifts platform, saving time and streamlining manager workflows.

Overview

The Bulk Approvals feature in Shifts allows managers to process multiple requests at once rather than handling each one individually. Whether you’re approving time-off requests, timesheet submissions, shift swaps, or other requests, this tool helps streamline your workflow and handle approvals more efficiently. This article explains how to use bulk approval functionality for different types of requests.

Accessing Bulk Approvals

From the Manager Dashboard

Access bulk approvals from your home screen:

1. Log in with manager credentials
2. On the Manager Dashboard, locate the Pending Approvals widget
3. Click View All to see all pending requests
4. Or click a specific category (Leave, Shifts, Timesheets, etc.)
5. The approvals interface opens with relevant requests displayed

From Specific Modules

Access context-specific approvals:

1. Navigate to the relevant module:
   • Time Off for leave requests
   • Schedules for shift-related requests
   • Time & Attendance for timesheet approvals
2. Click the Approvals tab or button
3. The module-specific approval interface will open

Understanding the Approvals Interface

The Approvals Dashboard

Navigate the main approvals screen:

1. The dashboard shows pending requests grouped by type
2. Each section displays:
   • Request type (leave, shift swap, timesheet, etc.)
   • Count of pending items
   • Urgency indicators for time-sensitive requests
3. Click any section to view those specific requests
4. Use the View All option to see every pending request

Request List View

Work with the detailed request list:

1. The list displays all pending requests of the selected type
2. Each request shows:
   • Requestor name and profile photo
   • Request type and brief details
   • Submission date
   • Any deadlines or expiration dates
   • Current status
3. Use the column headers to sort the list
4. Use filters to narrow down the displayed requests

Filtering Options

Focus on specific requests:

1. Click the Filter button above the request list
2. Filter by criteria such as:
   • Request Type: Specific categories of requests
   • Department: Requests from specific departments
   • Location: Requests for specific work locations
   • Date Range: Requests within a time period
   • Status: Pending, partially approved, etc.
3. Apply multiple filters for precise results
4. Save commonly used filter combinations as presets

Bulk Processing Different Request Types

Leave Request Approvals

Process multiple time-off requests:

1. Navigate to Time Off > Approvals (or select from dashboard)
2. The system displays all pending leave requests
3. View key information:
   • Employee name
   • Leave type (vacation, sick, personal, etc.)
   • Requested dates
   • Duration (days/hours)
   • Coverage status
   • Any attached documents
4. Use checkboxes to select multiple requests
5. Click Approve Selected or Deny Selected
6. Add an optional comment that applies to all selected requests
7. Confirm the bulk action

Shift Change Approvals

Handle shift-related requests in bulk:

1. Go to Schedules > Shift Requests
2. View pending requests for:
   • Shift swaps between employees
   • Shift offers (unassigned shifts)
   • Shift drops (requests to remove assignments)
   • Schedule change requests
3. Use filters to focus on specific types
4. Select multiple requests using checkboxes
5. Click the appropriate action button:
   • Approve Selected
   • Deny Selected
   • Request More Info
6. Add any necessary notes
7. Confirm your decision

Timesheet Approvals

Process multiple time records:

1. Navigate to Time & Attendance > Timesheet Approvals
2. View pending timesheet submissions
3. See information such as:
   • Employee name
   • Pay period
   • Regular hours
   • Overtime hours
   • Exception flags (missing punches, etc.)
4. Select timesheets using checkboxes
5. Click Approve Selected or Reject Selected
6. Add optional notes
7. Confirm the bulk action

Expense Approvals

Process multiple expense submissions:

1. Go to Finances > Expense Approvals
2. View pending expense submissions
3. See details like:
   • Employee name
   • Expense type
   • Amount
   • Date submitted
   • Supporting documentation status
4. Select multiple expenses
5. Choose Approve Selected or Reject Selected
6. Add any necessary notes
7. Complete the approval process

Advanced Approval Features

Conditional Bulk Approval

Apply different actions based on conditions:

1. In any approval list, click Conditional Approval
2. Define conditions such as:
   • Leave Duration: Approve all requests under a specific length
   • Submission Timing: Handle differently based on how far in advance they were submitted
   • Employee Status: Apply different rules based on tenure or role
3. Set the action for each condition group:
   • Auto-approve matching requests
   • Flag for review
   • Route to appropriate approvers
4. Click Apply Rules to process

Delegated Approvals

Forward approval authority:

1. If you need to delegate approval responsibilities:
   • Click your profile menu > Approval Settings
   • Select Delegate Approvals
   • Choose the delegate and date range
   • Select which approval types to delegate
2. When delegated, the assigned person will:
   • Receive notification of delegation
   • See pending approvals in their dashboard
   • Be able to approve/deny on your behalf
   • Have their actions marked as “Approved by [Name] on behalf of [You]”

Approval Routing

Multi-level approval workflows:

1. Some requests require multiple approvals
2. The system shows the approval sequence:
   • Current approver highlighted
   • Previous approvers and their decisions
   • Next approvers in the workflow
3. When using bulk approval:
   • Your approval advances items to the next level
   • You’ll only see requests where you’re the current approver
   • The system tracks partial approvals through the workflow

Bulk Approval Settings

Default Actions

Configure your approval preferences:

1. Go to Approval Settings from your profile menu
2. Set default actions for common scenarios:
   • Automatic Approvals: Define criteria for auto-approval
   • Default Comments: Create templates for common responses
   • Notification Preferences: How you’re alerted to new requests
3. Save your preferences to streamline future approvals

Approval Authority Configuration

Manage what you can approve:

1. Approval authority is based on your assigned role
2. View your current authority level in Approval Settings
3. Request additional approval authority if needed
4. See approval limit thresholds:
   • Maximum leave duration you can approve
   • Overtime hour limits
   • Expense amount restrictions
   • Other relevant thresholds

Bulk Approval Analytics

Approval Metrics

Track your approval activity:

1. Go to Manager Reports > Approval Analytics
2. View metrics such as:
   • Total requests processed
   • Average response time
   • Approval/denial ratios
   • Requests by type
   • Processing efficiency trends
3. Export approval history for recordkeeping

Team Insights

Analyze team request patterns:

1. From the approval analytics, click Team Insights
2. View aggregated data about your team’s request patterns:
   • Common request types
   • Seasonal request trends
   • Individual vs. team averages
   • Compliance with advance notice policies
3. Use these insights to identify opportunities for improved scheduling

Best Practices

For effective bulk approval management:

1. Regular Processing: Set aside dedicated time for approvals daily
2. Similar Grouping: Process similar requests together for consistency
3. Thorough Review: Despite bulk processing, give each request appropriate consideration
4. Clear Communication: Use comments to explain decisions, especially for denials
5. Delegate When Needed: Use delegation features when you’re unavailable
6. Check Coverage: Always verify coverage is adequate before approving time off
7. Documentation: Add notes for unusual approvals or exceptions
8. Set Expectations: Communicate your approval review schedule to your team

Approval Notifications

Stay informed about pending approvals:

1. Configure how you receive approval notifications:
   • In-App: Notifications in the platform
   • Email: Receive digest emails with pending items
   • Mobile: Push notifications on the mobile app
   • Calendar: Add approved items to your calendar
2. Set notification frequency in your profile settings
3. Customize which request types trigger notifications

Mobile Approval

Process approvals on the go:

1. Use the Shifts mobile app
2. Navigate to the Approvals section
3. View all pending requests
4. Swipe actions let you:
   • Swipe right to approve
   • Swipe left to deny
   • Tap to view details
5. Use the bulk selection tool for multiple requests
6. Process approvals from anywhere, anytime

Related Resources

• Approvals and Requests
• Leave Management
• Shift Management
• Attendance Management

This article should be updated when:

1. New approval types are added to the system
2. The bulk approval interface changes
3. Additional approval workflow features are introduced
4. Mobile approval capabilities are enhanced
5. New analytics or reporting features become available