A Guide to Leave Management Approval Process

A Guide to Leave Management Approval Process

Chapter catalogue

  1. Direct approval by supervisor
  2. Approval by multiple layers
  3. Approval by multiple approvers and layers
  4. Leave Approval for Multiple Offices
  5. Workstem

In large corporations, HR officers are often required to check every single leave / OT application file. This takes a great toll in their workload, and would affect other HR duties such as payroll.

This article will guide you through the best way of leave management approval processes for large companies that have frequent and immense applications of leave and OT.

Direct approval by supervisor

For most companies, employers should have leave and OT applications directly to the supervisor, and they can take leaves after the approval. The reason, type, time should be clear when applying. Some traditional companies send email or give sick leave certificates to the supervisor, which seems easy, but in fact, it’s easier to make mistakes in payroll because of the unclear records.

With the trend of digitalised transformation, you need a system that can easily apply, approve and record in one-click.Workstem – a human resources management system, can not only simplify the approval process, but also helps generate Excel automatically, which will save your energy and time.

Approval by multiple layers

A big international trading company in HK requires refined management. For instance, the marketing department has three groups A, B, C. Employees in group A need to find the team leader of A for approval first, and go to the marketing manager, then to find HR. With all the processes done, the employee must be extremely exhausted! Besides, when confronting multiple OT applications, managers and HR need to approve one by one, which is time-consuming, and also affects their own work efficiency.

However, through human resources management systems like Workstem, the approval process can be digitalised. As long as different levels of approvers are set in the system, employees can easily apply, and HR and department managers can also quickly approve!

Approval by multiple approvers and layers

In some F&B and retail industries, they have a lot of branches all over Hong Kong. There may be multiple store managers in one batch. If one store manager takes leave, the other should take the responsibility to approve the applications. But it may cause the approval delay if the staff can’t get immediate notification.

Through a powerful HRMS, the approval process can be set with multiple layers and approvers. If one approver is on leave or has other emergencies, the other can operate as normal. Don’t be afraid of the notification. All approval data will be synced to employees’ App to make sure they check the approval status in time.

Leave Approval for Multiple Offices

Companies with multiple offices require employees to submit an application to their corresponding manager under the same office. However, this leads to errors during pay runs due to the vast amount of applications.

Utilizing a HR system can set different approvers according to different locations.Workstem can integrate data from multiple offices to the headquarters to help you manage efficiently.


Approval for leave and overtime seems simple, but it is actually a pain point for many large companies. Using the intelligent human resources system to set a reasonable approval process can not only help employees apply quickly, but also reduce the burden on HR. There is no need to worry about approval problems!Try it for free now!

Read More:Sick Leave Certificate & Allowance Hong Kong

Different calculation methods and leave types

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