How to Perform In-Mail Request Approvals from Email Notification

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    This guide explains how approvers can review and take action on employee requests—such as Leave, Overtime, or Dispute Attendance/Overtime—directly through the email notifications sent by Staffinc Suite.
    When a request is submitted and requires approval, the system automatically notifies approvers layer by layer, allowing them to approve or reject without opening the Staffinc Suite Client Portal. This feature streamlines approval workflows and saves time for managers or supervisors who frequently process requests.

    Step-by-Step Guide: Approving a Request from Email

    1. Open the Email Notification
      Go to your inbox and open the email notification sent for the employee’s request (e.g., Leave Request).
    2. Review the Request Details
      Inside the email, you will see key information such as (below is the example for Leave Request:
      1. The employee who submitted the request
      2. The requested date(s)
      3. Remaining balance (for leave)
      4. Current approval layer
      5. Additional request details depending on request type
        This allows you to assess the request directly from the email.
    3. Choose Your Approval Action
      Depending on the request type, available actions may include:
      For Leave Requests:
      1. Approve as Paid Leave
      2. Approve as Unpaid Leave
      3. Reject (without revision)
    4. Approve the Request
      Select Approve as Paid (or an applicable option).
      A confirmation or success message will appear, indicating your action is recorded.
    5. Next Layer Notification
      If another approval layer is required:
      1. The system automatically sends an email notification to the next approver(s) in the chain.
      2. The request proceeds through the workflow until fully completed.
    6. Optional: Approve from Client Portal
      You may also choose to open the request in Staffinc Suite Client Portal:
      1. The link in the email can take you directly to the Pending Approval page.
    7. Complete the Approval Flow
      Once all approvers have taken action:
      1. The request becomes fully approved.
      2. You can view the final status in the Client Portal along with full request details.

    ⚠ Key Information — Important for All Users

    1. Email Forwarding Risk
      If an approval email is forwarded to another person (even if they are NOT part of the approval layer), the forwarded recipient can still approve or reject the request through the link.
      ➜ For security, approvers should not forward approval emails.
    2. Reject with Revision Limitation
      For Leave and Overtime requests:
      • ✔ Reject (without revision) is available directly in the email.
      • ✘ Reject with Revision cannot be done from email and must instead be completed from the Staffinc Suite Client Portal.

    By using the in-mail approval feature, approvers can process requests faster and more conveniently without needing to log in to the portal every time. This helps maintain smooth operations, reduces delays in approvals, and ensures employees receive timely updates regarding their requests.