Configuration: Multiple Approvals

Configuration → Multiple Approvals defines when a leave request needs more than one approval, and who those approvers are, in order.

Without a condition here, a leave request follows the normal path: one decision, by the employee's leave approver. A condition replaces that with a chain — useful when a long absence should reach a level of management that a single day does not.

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Purpose

This answers: "Which requests need to go higher, and to whom?"

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What a Condition Holds

Field	Notes
Department	The condition applies to employees in this department. One department per condition.
Condition Field	What is being tested. Today the only option is Leave Requested Days.
Condition Operator	Equal, Not Equal, Range, Less Than, Greater Than, Less Than or Equal To, Greater Than or Equal To, or Contains.
Condition Value	The number to test against — for every operator except Range.
Starting Value and Ending Value	Used instead, when the operator is Range.
Approval Managers	The approvers, in the order they must act.
Company	The company the condition belongs to.

The approval chain

Each approver in the chain is either:

• A named employee — always that person, whoever raised the request; or
• Reporting Manager — resolved per request, to the requesting employee's own manager.

Approvers are added one at a time and act in the order listed. The second approver's decision only comes after the first has approved.

Validation

• Two conditions with the same department, field, operator, value, and company are refused.
• The value must be numeric.
• A range needs both ends, they must differ, and the end must be greater than the start.

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How a Condition Is Applied

When an employee submits a leave request:

1. GoldServe looks for conditions matching that employee's department and company.
2. It tests them against the number of days requested and takes the first one that matches.
3. That condition's approvers become the request's approval chain, replacing the normal single approval.
4. Approvers act in sequence; the request is approved once the last one has approved it.

Someone whose department has no matching condition follows the ordinary approval path, unchanged.

The chain is built when the request is submitted, so editing a condition affects future requests rather than ones already waiting.

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Worked Example

A company wants short absences handled by the line manager, and anything over two weeks seen by the department head as well.

Condition	Approvers
Engineering · Leave Requested Days · Greater Than · 14	1. Reporting Manager 2. Head of Engineering

A three-day request in Engineering matches nothing and follows the normal path. A twenty-day request matches, and needs the manager's approval first, then the department head's.

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What Each User Sees

Action	Employee	Reporting Manager	HR Administrator
See the approval chain on a request they are part of	✅	✅	✅
Approve their step in a chain	—	✅	✅
Create or edit conditions	—	—	✅

A request under a chain shows who has approved so far and who is still to act, so an employee can see where their request has reached.

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How Visibility Is Decided

1. Permissions. Viewing and changing conditions each need their own permission.
2. Installed modules. The screen only exists when the Leave module is installed.
3. Company. Conditions belong to a company and follow the company switcher. Matching is by company as well as department, so a condition never applies to another company's employees.

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Good to Know

• Only the first matching condition applies. Overlapping conditions on the same department do not stack — write them so that only one can match, or the narrower one may never be reached.
• Conditions are per department. Covering the whole organization means one condition per department.
• "Reporting Manager" is resolved per employee, so one condition works across a whole department without naming anybody.
• A named approver who leaves the company does not update itself. Conditions naming individuals need reviewing when people change roles.
• This is a leave-only feature today. The only field that can be tested is the number of days requested; other request types have their own approval routes. For reimbursements, see Payroll: Reimbursements & Encashments.

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