HOW ARE THE FORMS COMPLETED/APPROVED BY AN HR ADMIN?

HR Admin Form Approval

Automatic Approval

  • If there are review questions that need to be filled out by a company representative on a form, it can be set to be automatically approved. This means the form would not need to be manually opened and set to approved. The system will automatically change the status to Approved once submitted by the employee/user. Typically, State and Federal forms are not eligible to be set to be automatically approved.

Approval Status

  • Upon accessing the Employee/User Folder, on the Employee/User Forms panel, the status of each form will be indicated by color.

    • If a form has not been submitted or has been rejected, it will be RED.

    • If the form has been submitted and is waiting to be approved, it will be YELLOW.

    • If the form has been submitted and approved, it will be GREEN.

Change Approved Status

  • After clicking the “Manage” button on a form that has been approved previously for view the Manage Form page, under Current Status: Approved, it will state ‘This form has been Approved. If you need to make any corrections to information entered by yourself or other managers, Click Here’. By clicking on the “Click Here” button, a new version of the form will be created and set to Pending status.

  • Once set to Pending, the form can be approved again with updated information or it can be Rejected for the employee/user to fill it out again.

  • HR Staff do not have the ability to use this feature.

How to Approve Forms

To approve a form, follow these steps:

Step 1: Access the Administrator Dashboard

• Begin by accessing the Administrator dashboard, which serves as the central control panel for managing various aspects of the system.

Step 2: Use the Search Option

  • From your Administrator homepage, locate the Search menu at the top of the page and click on it. Basic search boxes will appear for First Name and Last Name. For advanced search options, click the “full search” button on the right of the basic search.

Step 3: Select the Employee/User Account to Edit

  • Locate the employee/user you want to modify. Click on the their name to access their Employee/User Folder.

Step 4: Manage the Form

  • In the Employee/User Forms panel, next to the individual form that shows a status of Needs Approval, select the “Manage” button.

Step 5: View the Form

  • Select the option to View [Form Name].

  • Depending on the web browser being used, the form will either open in a new tab or a new window. This may be hindered by any pop-up blockers enabled.

Step 6: Update the Change Status

  • Once the form has been reviewed, navigate back to the Manage Form page and use the ‘Change Status To’ dropdown menu.

    • If all information on the form appears to be accurate, select Approved.

    • If any information on the form is incorrect, inconsistent, or missing, select Rejected.

Step 7: Save the Status

  • Click the “Update!” button to save.

Step 8: Employer Review Questions

  • On an approved form, if there are any secondary questions to be filled out by the HR representative, they will generate at this point.

  • This can include questions ranging from a signature to the second section of the I-9.

    Admin Tip: All steps will be tracked under the Application History which is also accessible upon selecting the 'Manage' button. This information will include the time, date, and user for each step regarding the form being viewed, approved, and any secondary data.