Configure leave notification rules by access level

Follow this guide to control who receives leave notifications and approvals for each access level in Humanforce WFM.

Part 1: Configure shift types and manager access

1. Go to Admin > Security Config > Access Levels.
2. Select the access level you want to configure and click Edit.
3. Click the Leave Approval Workflow tab.
4. Click + Add new record.
5. In the Shift Type field, choose a leave type (for example, Annual Leave).
6. (Optional) Enable any of the following options as required:
   • Auto-Authorise – allows leave to be automatically approved.
   • Can Authorise – allows this access level to approve leave.
   • Can Pre-Authorise – allows pre-approval before final authorisation.
   • Auto-Cancel – automatically cancels leave without manager action.
   • Allow Request – permits this access level to submit leave requests.
   • Minimum Allowable Balance – restricts requests below a set balance.
7. In Manager Access Level, select who can approve requests from this access level (for example, Department Manager).
8. Choose the Recipient Scope to define which managers receive notifications (for example, Default location/department only).
9. Click Update.

Once saved, your configuration appears in the top half of the tab.

Tip: Start with the lowest access level (for example, Employee) and work upwards.

Part 2: Configure notification settings per action

1. Select the Shift Type entry you just created.
2. In the Notification settings per action section, click Edit next to each action.
3. Toggle Notify Employee and/or Notify Manager according to your preferred notification flow.
   • Typical setup:
     • Notify Employee for: Pre-approve, Approve, Decline, Approve Cancellation, Decline Cancellation, Undo Approval.
     • Notify Manager for: Request, Request Cancellation.
4. Click Close when complete.

Managers and employees will now receive leave notifications based on the configured access level, shift type, and approval chain.

Next steps

• Ensure the system-level option Set notifications per Access Level and Shift Type is enabled.
  Refer to Enable or disable leave notifications.
• If you enable this option but do not configure each access level, no internal notifications will be sent.

If “Set notifications per Access Level and Shift Type” is enabled but access levels are not configured, no notifications will be generated.

Additional information

• To adjust visibility or modify approver roles, update permissions in Admin > Access Levels.
• For custom alert configuration, see Best Practices: Leave Approved Alert to Employees.