Step 4 › Payroll

Payroll Approval

Manage payroll approvers and approval workflow configuration, including adding, editing, and removing approvers with their designations.

4.6 Payroll Approval

The Payroll Approval section manages payroll approvers and approval workflows. These approvers are responsible for reviewing and authorizing payroll records before they are finalized and processed.

Dashboard showing Payroll dropdown menu expanded with Payroll Approval submenu highlighted

Accessing Payroll Approval

From the main Dashboard, hover over or click the Payroll tab in the top navigation bar to reveal the dropdown menu. Click Payroll Approval from the dropdown list to access the approval configuration page. Payroll Approval is the sixth and final option in the Payroll submenu, located below Payroll Deductions.

Payroll Approval page showing List Approval tab with approver data table including Dave as Director and Seetha as Manager

Approval List

The Payroll Approval page opens with the List Approval tab active by default. The page features two main tabs:

  • List Approval – View all payroll approvers.
  • Add Approval – Add a new payroll approver.

The approvers data table displays the following columns:

  • APPROVER NAME – Name of the payroll approver (e.g., Dave, Seetha).
  • DESIGNATION – Job title or role of the approver (e.g., Director, Manager).
  • STATUS – Current status displayed as a colored badge (e.g., Active in green).
  • ACTION – Available action buttons for each record.

Each row has two action buttons in the Action column:

  • Edit (pencil icon) – Modify the approver details.
  • Delete (trash icon) – Remove the approver from the workflow.

The table also includes standard controls: an entries-per-page dropdown (set to 10 by default), a search bar, an Export button, and pagination controls at the bottom showing "Showing 1 to 2 of 2 entries" with Previous and Next navigation buttons.

Payroll Approval page with Add Approval tab highlighted by arrow pointer

Adding a New Payroll Approver

To add a new payroll approver, click the Add Approval tab. This tab is located next to the List Approval tab and is marked with a plus (+) icon. The arrow indicates where to click to begin adding a new approver to the payroll approval workflow.

Add Approval form showing Approval Details section with Approval Name and Designation input fields

Fill in Approver Details

The Add Approval form contains the Approval Details section with the following fields:

  • Approval Name – Enter the name of the approver (required field, e.g., Subu).
  • Designation – Enter the job title or role of the approver (e.g., Director, Manager, HR Head).

After entering the required information, click Submit to save the new approver, or click Back to return to the list without saving.

Success notification toast displaying Payroll Approval Created message with newly added Subu approver visible in the list alongside Dave and Seetha

Approver Added Successfully

Upon successful submission, a green success notification toast appears at the top of the screen displaying "Success! Payroll Approval Created". The system automatically returns to the List Approval view, and the newly added approver (e.g., Subu) appears in the approval list with an Active status badge. The approver is now part of the payroll approval workflow and can be assigned to review and authorize payroll records.

Payroll Approval list with Edit action button highlighted in the Action column for the Subu approver record

Editing an Approver

To modify an existing approver's details, click the Edit button (pencil icon) in the Action column of the desired row. The arrow indicates the Edit button for the Subu approver record. This opens the Edit Approval form with the current values pre-filled.

Edit Approval form pre-filled with Subu as the Approval Name and empty Designation field

Update Approver Details

Clicking the Edit button opens the Edit Approval tab with a pre-filled form containing the existing record data:

  • Approval Name – Pre-populated with the current approver name (e.g., Subu).
  • Designation – Pre-populated with the current designation (if any).

Modify the necessary fields and click Submit to update the record, or click Back to cancel the changes.

Success notification toast displaying Payroll Approval Updated message with the updated approver list showing Subu, Dave, and Seetha

Approver Updated Successfully

After submitting the edited form, a green success notification toast appears displaying "Success! Payroll Approval Updated". The system returns to the List Approval view, and the updated record reflects the new changes in the approvers list. The list continues to show all active approvers: Subu, Dave (Director), and Seetha (Manager).

Payroll Approval list with Delete action button highlighted in the Action column for the Subu approver record

Deleting an Approver

To remove an approver from the payroll approval workflow, click the Delete button (trash icon) in the Action column of the desired row. The arrow indicates the Delete button for the Subu approver. A confirmation dialog will appear to prevent accidental removal.

Delete confirmation dialog asking Are you sure to want delete the Record with approver name Subu highlighted in orange

Delete Confirmation

A confirmation dialog appears with the message: "Are you sure to want delete the Record:" followed by the approver name (e.g., Subu) highlighted in orange. To proceed with deletion, click the Delete button. To cancel and keep the approver, click Close.

Success notification toast displaying Delete Payroll Approval Deleted message with Subu removed from the list showing Dave and Seetha remaining

Approver Deleted Successfully

After confirming the deletion, a green success notification toast appears displaying "Success! Delete Payroll Approval Deleted". The approver is permanently removed from the approval list, and the system returns to the List Approval view. The updated list now shows the remaining approvers: Dave (Director) and Seetha (Manager), with "Showing 1 to 2 of 2 entries" confirming the record has been removed.