Approval routing is configured per employee. Each user record carries an ordered list of approvers, and that list is what decides who must action their travel requests, in what order. Departments, roles, and trip values play no part in the routing.
Building a Chain
- Go to
Administration > User Management. - Click the edit icon on the employee to open their User Details page, then click Edit User. (When creating someone new, the same control appears in the Create New User modal.)
- In the Approval Chain section, use + Add Approver to pick a colleague from your organization. A user cannot be their own approver.
- Reorder with the up and down arrows and remove entries with the cross. The numbers show the sequence: approver 1 must act before approver 2.
- Save the user. The chain applies to requests that employee submits from then on.
How the Chain Is Used
- On submission, the first approver in the chain gets the in-app "pending approval" notification and the request appears in their
Requests > Approvalsinbox. - After each approval the next approver is notified. Approvers later in the chain cannot act early — they are told which position they hold.
- If the employee has no chain, only organization administrators (and super administrators) can approve; the request is broadcast to them as a fallback.
- Nobody can approve or reject their own request.
Important: Keep chains to four approvers or fewer. Longer chains are recorded, but a request is treated as fully approved once the fourth approver signs off, so the fifth and later approvers never see it.
Tip: When someone leaves or changes role, edit the chains that name them. A chain entry that no longer matches a real user falls back to notifying organization administrators.