Multi-approval Workflow
Course enrolments in many companies and organisations require approval from multiple people or departments. This may be necessary, for example, if an employee requires training that involves costs or requires a longer absence.
The multiple approval workflow allows you to configure additional, highly flexible approval types in addition to the approval types that LMS supports by default.
Best Practices
The following chapters describe best practices and guidelines to explain which scenarios the multi-approval workflow can be used for and which guidelines should be considered. By following these recommended practices, you can maximize the impact of approval processes.
General Guidelines
A well-structured multi-approval workflow ensures efficiency, transparency, and consistency in decision-making. Below are key guidelines to design and implement an effective approval process.
Define Roles & Responsibilities: Clearly outline who is involved and what their role is in the approval process.
Establish Clear Approval Steps: Define each step in the process and its purpose.
Streamline Communication & Notifications
Ensure Transparency & Tracking
Use Cases for Multi-approval for Course Enrolments
Multiple approval processes are used in various scenarios to ensure that course enrolments comply with an organisation's strategic, financial and organisational requirements.
In the following, some examples are listed how to use the multi-approval workflow.
Budget Approval by the Finance Department or Cost Centre Manager
Purpose: To check financial feasibility and allocate costs to the correct cost centre.
Example
A sales representative wants to attend an external training course on negotiation techniques.
Since the training costs €1,500, the finance department must confirm that the budget is available.
If the training budget has already been exhausted, alternative financing can be explored.
Advantage: Ensures that training costs are controlled and invested sensibly.
Multi-level Approval for Managers or High-priced Training
Purpose: Multiple levels of approval for cost-intensive or strategically relevant training.
Example
An employee applies for an MBA programme that is financially supported by the company.
Since the programme costs €10,000, a multi-level approval is required:
Direct manager checks the necessity.
Department management assesses the strategic benefit for the company.
Finance department confirms budget availability.
HR department finalises the development plan.
Advantage: Secures the investment in further training through a coordinated decision.
Approval for Mandatory Training with Organisational Coordination
Purpose: Ensuring that all affected departments are involved, e.g. for legally required training.
Example:
New occupational safety or fire safety training is required for all employees.
The occupational safety department checks whether the training covers all relevant content.
The human resources department ensures that participation is documented.
The managers agree to release their employees for the training.
Advantage: Avoids organisational bottlenecks and ensures compliance.
Steps to Configure a Multi-approval Workflow
Navigation entry administrator need to be created so that every target group can access the multi-approval workflow creation.
Activate the the enrolment type “Multi-Approval”, only than this type can be selected for courses and learning paths.
Add the meta tag “Multi-approval Workflow” (ID=11842) to course template and learning path templates
Create enrolment messages which should be send in case of approval or declining a request.
Configure a booking request panel and place it on an internal dashboard.
Steps to Configure Reasons for Approval or Declining and Priorities to be Assigned to Approval Steps
Define “Reasons for approval” which can be selected when approving a request in a workflow step.
Define “Reasons for Declination” which can be selected when declining a request in a workflow step.
Define a “Priority for multi-approval workflow” which can be added to one workflow step in the multi-approval workflow.
Steps to Create a Course with the new Multi-approval Workflow
Create a e.g. a course and select the specific multi-approval workflow you want to use.
Add the course to the catalogue, learners can now request for a course.
Hints & Tips
To make a multi-approval workflow for courses efficient, clear, and user-friendly, consider the following best practices:
Keep It Simple & Structured
Avoid unnecessary approval steps - only include essential decision-makers.
Clearly define who is responsible for each stage to prevent confusion.
Ensure Transparency & Visibility
Use a dashboard to show the status of each request.
Notify stakeholders at each stage (Pending, In Review, Approved, Rejected).