Overview

This article helps administrators set up Job Approval in Recruiting so Standard Users, Approvers and other Approval Managers can use it.

Sample Job Approval Workflow with Two (2) approvers  

Approval Manager Role Is Only for Admins

The Approval Manager role must be assigned only to users in your company with an Admin role. 

Other users can submit a job approval and be a part of the approval process, but only the Approval Manager (Admin) grants to final approval to activate the job.

For more information in this article, see the topic Steps to Assign Job Approval Roles.

How Do Admins Turn On Job Approval? 

To begin using Job Approval, your company's administrator must turn it on: 

1. Login to Paycor and go to People > Hiring > Applicant Tracking.

• The Active Jobs screen appears. 

2. At the top, click Admin > Approvals.

3. When the Approvals screen appears, click the toggle next to On: we will use a Job Approval process.

This occurs: 

• A confirmation message appears and the screen updates to show Job Approval is “On.”

Steps to Assign Job Approval Roles

1. After an Admin turns Job Approval on, go to People > Hiring > Applicant Tracking.

• The Active Jobs screen appears. 

2. At the top, click Admin > Approvals.

3. When the Approvals screen appears, click Approval Managers to see the Default Approval Managers and Per-User Approval Managers. 

4. To view, add or remove Default Approvers, click the Default Approval Managers link, make the changes in the popup and click Save.

5. To add or remove Per-User Approvers, click the Add an Approval Managers link, make the changes in the popup and click Save.

You're finished adding approvers! Recruiting displays your alert settings for your convenience.

Steps to Create a Standard Approval Process

Instead of selecting individual Approvers every time, you can set up approval processes ahead of time! 

Recruiting supports both the Easy All-at-Once and the Sequential One-at-a-Time approval processes.

• Need a Custom Approval Process? Follow these same steps to add additional job approval processes. 

Follow these steps: 

1. After an Admin turns Job Approval on, go to People > Hiring > Applicant Tracking.

• The Active Jobs screen appears. 

2. At the top, click Admin > Approvals.

3. When the Approval screen appears, click the link, Create and Approval Process. 

4. In the Create an Approval Process popup, enter the Name (Standard Process) and a Description (enter a simple description).

5. In the APPROVAL PROCESS TYPES section, select one of these:

• All At Once (all approvers will be notified at once via email):
  • Next to Approvers, click Add/Edit. 
  • In the Easy Process Type popup, select the approvers and click Save. 
  • See above for the screenshot.
• Sequential: (you create a sequence of approvers and they are notified in that order as the approvals are granted):
  • Click the 1st Add link, select the first approver and click Save. 
  • The screen updates and select click the 2nd Add link, and so until until you complete the number of sequences. 

6. When you're finished, click CREATE.

• A notification appears briefly at the bottom of the screen, and the Standard Process appears on the Approval screen. 

7. To create additional, non-standard approval processes, follow Steps 1 through 6.

Steps to Modify Your Job Approval Form

Default Job Approval Fields in your company's Job Approval Form:

• When you open the Job Approval Form screen, you'll see default fields. 
• These fields are taken directly from your custom  Job Budget Info fields in company settings. 
• If you want a custom field to appear for Job Approvals, you must first go to Company Settings > Job Budget Info fields > Budget Fields and add it.

To modify the job approval form:

1. After an Admin turns Job Approval on, go to People > Hiring > Applicant Tracking.

• The Active Jobs screen appears. 

2. At the top, click Admin > Approvals, and on the left under Job Approval Is “On,” click Job Approval Form. 

• The Job Approval Form screen appears.  

3.  When users request a new Job Approval, you can select these options for the fields in sections of your Job Approval form:

• Hidden: Removes the field from your approval form.
• Optional: The field appears but is not marked as Required.
• Required:  Forces the user to complete this field and it's marked visually as Required (

Note: If you want a custom field to appear for Job Approvals, you must first go to Company Settings > Job Budget Info fields > Budget Fields and add it.

4. Make changes to each of these sections in the form, and when you're finished go to the top-right and click Save. 

• Job Information (basic job description)
• Budget Information (salary, bonus, commission, etc) 
• People (form visability for users)
• Documentation (if you want required information such as a job approval form PDF, requisitions, writing samples, etc.)

Steps to Modify Job Approval Emails

When the approval process has started, Approvers receive this email when their input is required. 

Admins can change the template as needed. 

• And please remember to use the Auto-Fill Tokens under the email body to make life easier!

1. After an Admin turns Job Approval on, go to People > Hiring > Applicant Tracking.

• The Active Jobs screen appears. 

2. At the top, click Admin > Approvals, and on the left under Job Approval Is “On,” click Job Approval Request Email. 

• The Approval Request Email screen appears.  

3. Make changes to the email as needed. 

• Don't forget to copy and paste Auto-Fill tokens into the email as needed. 

If you have any questions, reach out to the Recruiting support team.

Watch the Job Approval Expert Session Video