This feature is available for users on the Tanda HR plan.
Setting Form Notifications
To set or edit Form notifications, click the Edit button on the right of the Form Template and navigate to the Setup tab.
From there, you are able to define which positions in the account should receive notifications that a form has been submitted.
Anytime a user submits a form generated from this template, Tanda will send both an email and a push notification (via the mobile app) to any users with the chosen position/s set for notification upon submission of the form.
How Form Approval Workflows Behave
You can set up Approval Workflows by clicking the Edit button on the right of the Form Template and navigating to the Approval Processes tab.
You can set up who requires their form to be approved and who can approve the form. This can be configured using teams, locations, and/or positions.
Form templates can have multiple workflows to handle the requirements in your organisation's structure around what roles should be approving forms submitted by differing groups of employees.
Single Stage Approval
To set up a single stage of approval (form is submitted, any applicable users can approve it straight away), click + Add Approval Process in the top right.
Select which staff need their form to be approved, and choose who can approve the form.
In the example below, there is a "Brisbane VM Approval" workflow for a form set up. This configuration means that any staff in the selected 3 teams will require the form to be approved by someone with the Venue Manager position.
Multi-Stage Approval
Multi-Stage Approval allows the form to be approved at different stages in sequence. For example, Stage 1 might require team manager approval, then Stage 2 requires department manager approval.
If any approver declines the form at any stage, the form is immediately marked as declined and won't progress any further.
To set up multi-stage approval, open the dropdown to the right of the + Add Approval Process button and select Add Multi-Stage Approval Process:
From there, determine which groups of staff should be able to approve the form at different stages. To add a new stage of approval, click the + Add Stage button on the right, and choose whether certain positions, teams, or a combination of both can approve the form at that stage.
The stages progress in descending order. In the below example, when anyone submits the form, it must first be approved by a Venue Manager, before then requiring approval from an Operations Manager:
You can also add multiple groups of staff in the one Stage. This means that one member from each approval group must approve the form before it can progress to the next stage.
To do this, click + Add Approval and add the additional group:
You can see an overview of who the form was approved by/when it was approved under the Form Information section.
If the form is still requiring approval from some groups, they will remain blue, whereas the groups that have approved it will show green:
Upon submission, the approver/s will be notified via email and/or push notification (via the mobile app) that a form has been submitted and requires approval.
Approvers will be given an opportunity to add notes/comments when approving/declining forms.
Upon being approved/declined, the user who submitted the form will be notified via email and push notification (via the mobile app).
The status of forms will also be shown and change depending on their outcome:
Submitted - this status is for forms that have no approval workflow set against them.
Pending Approval - forms that have an approval workflow, have been submitted, but are yet to be approved.
Approved - forms that have an approval workflow, have been submitted and then approved.
Declined - forms that have an approval workflow, have been submitted and then declined.