approval process module (APM).

The Approval Process Module (APM) allows you to raise vacancy requests within the ATS and route them to designated approvers for sign-off before the role is created and posted live. Once a vacancy request has been fully approved, the job is automatically created in the system, ready for your recruitment team to publish and start receiving applications.

The module supports single or multi-level approval chains, customisable requisition forms, and full visibility of request status at every stage, for both the person raising the request and the approver(s).

Where to find it

Once enabled, the Approvals section is located on the left-hand side of the ATS. From here you can:

• View any approvals currently in progress

• View recently approved or rejected requests

• Raise a new approval request

 Raising a New Vacancy Approval Request

1. Select "Request new approval" from the Approvals section.
2. Choose the requisition type — this defines what kind of role you're requesting and can be configured to match your organisation's requirements.
3. Select the approval criteria — this determines who the request is routed to. For example, approvals can be set by department, but the criteria can be tailored to whatever structure you need.
4. Complete the approval form. Included within the approval form builder are:
   • Standard fields commonly used when building a job, such as:
     • Job title
     • Department
     • Location
     • Salary
     • Job type
     • Contract type
     • Closing date
     • Number of openings
     • Hiring manager
   • Custom fields, which can include:
     • Free text fields
     • Dropdown or multi-select options
     • File uploads
     • Date and time pickers
   The form can be built to replicate your existing approval form, or a member of our Support team can work with you to design a new one from scratch.
5. Attach any supporting documents, if required, as part of the request.
6. Confirm the approver(s). A request can be routed to:
   • A single approver, or
   • Multiple approvers (for roles requiring multi-level sign-off)
7. Click Finish to submit the request. The job will then show a status of Pending, awaiting approval.

 Tracking a Submitted Request

Once submitted, you can return to the Approvals section at any time to:

• View the full details of any request you've submitted
• See who the request is currently awaiting approval from (via the Logs button)
• Resend approval notification emails if needed

Approving or Rejecting a Request

Approvers are notified in one of two ways:

1. Via Email

Approvers receive a new vacancy approval request email containing:

• All details of the vacancy request

• Any documents attached to the approval form

From the email, the approver can click through to approve or reject the request directly, adding any notes as needed.

2. Via the ATS

Approvers can log into the ATS and:

1. Go to the Approvals section

2. Click the Actions button

3. Click Override

4. Select Approved or Rejected

5. Add any notes, which are sent back to the requester along with the decision

The Logs button can also be used here to check the date the request was made and the date it was actioned.

 After a Decision Is Made

• The request status updates automatically to Approved or Rejected.
• The requester is notified of the decision, along with any notes left by the approver.
• If approved, the job is created on the system, ready for the recruitment admin team to:
  • Post the job live
  • Open it up for candidates to begin applying

 Summary of the Approval Flow

 Key Points to Remember

• Requisition types, approval criteria, and form fields are all configurable to match your organisation's existing process.
• Approval chains can be single or multi-level, depending on the role.
• Both requesters and approvers have full visibility of request status and history via the Logs function.
• A fully approved request automatically creates the job in the ATS — no manual re-entry required.