This article explains how requisition approvals work in Jobylon: how to set up your approval flow, how to create a requisition and send it for approval, and how to follow its status.
With requisition approvals, you can get the hiring decision itself approved before any work on the job ad starts. For example: can we open this role, is the salary approved, and does the team agree on the profile? A hiring manager or recruiter fills in a short requisition form, it goes to the right approvers, and once it's approved they can go on with the recruitment.
How to get started
Requisition approvals need to be turned on for your account. Contact your Customer Success Manager to get it enabled. Tell them which categories (layers) you want to show on the new recruitment page, because these can be used to decide which approval flow is triggered.
How to set up your approval flow
Go to My company and click Job approvals.
Give the approval flow a name and a description.
Tick Allow approve on behalf if users should be able to approve on behalf of another user, for example if someone in the team is away. The company owner and admins can always do this.
Tick Include competency profile in the requisition if the competency profile should be filled in before the requisition is sent for approval. If you leave it unticked, the competency profile is filled in after the requisition is approved. This only applies if you use competency profiles. If you're interested in setting them up, reach out to your point of contact at Jobylon.
Open the Questionnaire tab and add the questions you want in the requisition form, for example department, cost center or salary band.
Add the approval steps. For each step, choose who should approve:
A specific user: that user is the approver.
Any user: the person who creates the requisition picks the approver.
Tick Mandatory if the approver must approve before the request moves on to the next step.
Optional: give each step a name, for example "Finance department". This is especially useful for steps set to Any user, since it tells the person submitting the requisition who they should pick.
Add criteria to decide when each approver is assigned. You can use Categories or Questions (the questions from your questionnaire). Click Add condition to add more.
Check the overview on the last tab to see the full approval chain.
How to create a requisition and send it for approval
Click Create new to start a new recruitment.
Give it a name. This is the only required field.
At the end of the form, select an option in the questions or categories field. What you select here decides which approval flow is triggered.
Fill in the requisition form. If your account includes the competency profile in the requisition, fill that in too.
Send the requisition for approval.
The request goes to the right approver automatically and gets the status Pending requisition.
What happens next
The approver gets an email with a link to the request. They can see all answers and approve or decline. If there are several steps, they run one after the other.
If it's approved, you can go back to the list of requisition and create your job from the "create job button" if you use competency profiles and they are not part of the requisition, you fill in the competency profile next. Otherwise, you will get to the select template page to start creating your job ad.
If it's declined, the approver must add a comment, and you get an email with that comment. Note that Declined requisitions can't be edited and resubmitted. Create a new requisition instead.
How to view your requisitions
You can follow the status of your requisitions in the list and filter by Approved, In progress and Declined.
Permissions
Admins and the company owner can set up approval flows and users with the permission (Can manage requisition approval flow config)
Admins can see all requisitions and their status. Managers can only see their own requisitions.
The company owner and admins can always approve on behalf of another user.
Want approvals on the job ad as well? Read Job Approval Flows.