{"id":142884,"date":"2026-08-17T08:35:25","date_gmt":"2026-08-17T08:35:25","guid":{"rendered":"https:\/\/docs.daftra.com\/user_manual\/%d8%af%d9%84%d9%8a%d9%84-%d8%b9%d9%85%d9%84-%d8%a7%d9%84%d9%85%d9%88%d8%a7%d9%81%d9%82%d8%a9-%d9%85%d8%aa%d8%b9%d8%af%d8%af%d8%a9-%d8%a7%d9%84%d8%af%d9%88%d8%b1%d8%a7%d8%aa-2\/"},"modified":"2026-08-17T12:58:36","modified_gmt":"2026-08-17T12:58:36","slug":"multi-cycle-approval-workflow-guide","status":"publish","type":"user_manual","link":"https:\/\/docs.daftra.com\/en\/user_manual\/multi-cycle-approval-workflow-guide\/","title":{"rendered":"Multi-Cycle Approval Workflow Guide"},"content":{"rendered":"

[vc_row][vc_column][vc_column_text]<\/p>\n

The system allows you to set up a multi-cycle approval path for leave requests, so that a request passes through more than one approval level in sequence, while preventing a duplicate approval request from the same person if they appear at more than one level. This article explains the steps to set up the path and how it works in practice.<\/p>\n

[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=”Steps to Set Up and Track Multi-Cycle Approval” font_container=”tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2″ use_theme_fonts=”yes” css=”.vc_custom_1786969277668{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}”][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n

Step 1: Navigating to Approval Settings<\/h4>\n

From the main menu, click “Attendance<\/strong>,” then “Attendance Settings<\/strong>,” then click the “Approval Configuration<\/strong>” card to view the list of available approval paths.<\/p>\n

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Step 2: Creating or Editing an Approval Path<\/h4>\n

From the “Approval Configurations<\/strong>” list, click “Add Approval Configuration<\/strong>” to create a new one, or open an existing one to edit it. The setup screen opens with two sections:<\/p>\n

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  • Basic Information:<\/strong> Configuration Type (Leaves \/ Requests), Configuration Name, Status, Departments, Branches, Type, and Leave Type. There’s also a toggle: “Allow Entering Leave Applications In Past Dates.”<\/strong><\/li>\n
  • Approval Configurations:<\/strong> The section related to the approval path itself, explained in the following steps.<\/li>\n<\/ul>\n

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    Step 3: Setting the Approval Type and Adding Approval Levels<\/h4>\n

    Within the “Approval<\/strong> Configurations<\/strong>” section, complete the setup as follows:<\/p>\n

    First: Choosing the Approval Type<\/strong><\/p>\n

      \n
    • Single Approval:<\/strong> Only one approval level.<\/li>\n
    • Multi-Cycle Approval:<\/strong> The request passes through more than one level in sequence \u2014 this is the value you need to enable this path.<\/li>\n<\/ul>\n

      Second: Enabling the Approvers<\/strong><\/p>\n

      Under “Approvers<\/strong>,” enable the sources that will be available for selection within approval levels:<\/p>\n

        \n
      • Direct Manager<\/strong> \u2014 enabled by default.<\/li>\n
      • Department Managers.<\/strong><\/li>\n
      • Other Employees<\/strong> \u2014 allows selecting any specific employee by name as a manual approver, with no restrictions on their type, status, or role.<\/li>\n<\/ul>\n

        Third: Building the Approval Cycle Levels<\/strong><\/p>\n

        Under “Approval Cycle Levels<\/strong>” (note: “Any Approver on the same level can process the request<\/strong>“):<\/p>\n

          \n
        • “Approval Level 1<\/strong>” appears ready automatically in the table (it cannot be deleted \u2014 a lock icon appears next to it instead of a delete button).<\/li>\n
        • From the “Approvers<\/strong>” field in each row, select one or more of: Direct Manager, Department Managers, or Other Employees (based on the sources you enabled above).<\/li>\n
        • If you select more than one approver at the same level, it’s enough for just one of them to approve to complete that level.<\/li>\n
        • To add a new level, click the “Add<\/strong>” button below the table, it automatically appears named “Approval Level 2<\/strong>” and so on, with the option to delete it via the trash icon (unlike the first level).<\/li>\n
        • Repeat adding for each additional approval level required.<\/li>\n<\/ul>\n

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          Step 4: Enabling “Allow Higher-Level Approvers to Act Early” (Optional)<\/h4>\n

          Enable this option if you want approvers at higher levels to take action before approvals at lower levels are completed. When approved from a higher level, lower levels are automatically bypassed and the request is considered approved. When rejected from a higher level, the request is rejected directly without waiting for the lower levels.<\/p>\n

          [\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n

          Step 5: Saving the Setup<\/h4>\n

          Click “Save<\/strong>” to activate the configuration and apply it to leave requests linked to the departments, branches, and types specified in the basic information.<\/p>\n

          [\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=”How the Path Works in Practice When a Request Is Submitted” font_container=”tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2″ use_theme_fonts=”yes” css=”.vc_custom_1786970976749{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}”][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n

          Step 6: Employee Submits the Request<\/h4>\n

          When an employee submits a leave request, the request starts with the status “Under Review (0\/number of levels)<\/strong>,” and a notification (instant mobile alert + email) is sent to all approvers at the first level.<\/p>\n

          [\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n

          Step 7: Status Updates With Each Approval<\/h4>\n

          With each approval at a level, the request’s status updates automatically (e.g., “First Approval Obtained (1\/3)<\/strong>“), a notification is sent to the employee about the update, and a notification is sent to the approvers at the next level.<\/p>\n

          [\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n

          Step 8: Automatically Bypassing Duplicate Levels<\/h4>\n

          If the same person is an approver at more than one level (e.g., being both the direct manager and the department manager for the same employee), their approval is only needed once, and the system automatically bypasses any subsequent level containing this person alone or within a group.<\/p>\n

          [\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n

          Step 9: Finalizing the Request<\/h4>\n

          When the last approval level is completed (or when early approval from a higher level is triggered), the request changes to “Approved<\/strong>” status, and a final notification reaches the employee with the name of the approver who finalized the request. Any rejection at any level stops the path immediately, and rejection notifications are sent without forwarding the request to the next level.<\/p>\n

          [\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n

          Step 10: Reviewing the Activity Log<\/h4>\n

          From the leave request’s details, open the Activity Log to review every action in detail: who submitted the request, who approved or rejected at each level, the timing of each action, and any reversal of a previous approval.<\/p>\n

          [\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_message message_box_style=”3d” message_box_color=”alert-warning”]<\/p>\n

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          Important Notes<\/strong><\/p>\n

            \n
          • You must have the “Manage Attendance Settings<\/strong>” or “Manage HR System<\/strong>” permission to access the Approval Configurations screen.<\/li>\n
          • The first approval level cannot be deleted from the Approval Cycle Levels table.<\/li>\n
          • The same employee cannot approve the same request twice, even if they appear at more than one level.<\/li>\n
          • If an approver reverses their approval, the request reopens at the same level, and a notification reaches all concerned parties.<\/li>\n
          • Any employee can now be selected as an approver via “Other Employees<\/strong>,” with no restrictions on their type, status, or job role.<\/li>\n
          • The activity log cannot be edited or deleted by any user, only new actions are added.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n
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            <\/div>\n<\/div>\n<\/div>\n<\/div>\n

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