How do I create an approval workflow?

Admins Only

Approval workflows define the sequence of approvals an excursion must pass through.

Open the Excursions module via the side navigation panel.

1. Navigate to Settings → Approval Workflows.

2. Click Add Workflow.

3. Enter a workflow name and description (e.g. “Overseas Trips – Senior School”).

4. Under Approval Steps:

   • Enter a step name and description.

   • Select the type (Pre-Approval or Final Approval).

   • Select an approver from the staff dropdown (staff list is pulled from Global Settings).

   • Add more steps if required (multiple steps can be included).

5. Under Notifications:

   • Enter a notification name.

   • Select a user from the dropdown to receive it.

   • Choose the excursion status that triggers the notification (e.g. Submitted for Approval, Pre-Approved, Approved).

   • Multiple statuses can be selected.

6. Click Save.

7. The new workflow will appear in the Approval Workflows table under Settings.

What rules apply to workflows?

• A Pre-Approval step cannot come after a Final Approval step.

• If no Pre-Approval step exists, the excursion is automatically pre-approved when submitted.

What actions can I take on a workflow?

From the Approval Workflows table, you can:

• View a workflow.

• Edit a workflow.

• Archive a workflow.

• Duplicate a workflow.

• Delete a workflow (only if no excursions are linked to it).

What happens if I edit a workflow?

• Each excursion is locked to the workflow version that was active at the time the excursion was created.

• If a workflow is edited, the changes only apply to new excursions created after the update.