> For the complete documentation index, see [llms.txt](https://docs.pockethrms.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.pockethrms.com/faqs/cloud-portal/employee/employee-list/approval-matrix.md).
# Approval Matrix
### **1. How to assign manager to employee or candidate?**
**Step 1**: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.
**Step 2**: Select the employee for whom you want to assign manager and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ tab, in the ‘Manager Details’ subtab, click on the ‘+’ icon from the upper right-hand corner of the screen.
**Step 4**: Enter the manager name in the ‘Select Manager’ field, select the checkboxes for the modules for which you want to provide approval rights.
**Step 5**: Also select appropriate options for fields such as, ‘Priority’, ‘View Only’, ‘Approval Must’ and ‘Approval Cancel Rights’ and click on the ‘Save’ button. The manager will be assigned to the employee accordingly.
**Path:** Cloud Portal>Employee>Employee List>select employee>Approval Matrix>click on ‘+’ icon>select manager, modules & fill in the details required>Save
**Note**: If the manager's name does not appear in the **‘Select Manager’** dropdown, refer to [Why is the Manager/Approver name not appearing in the dropdown while adding approval matrix?](#id-15.-why-is-the-manager-approver-name-not-appearing-in-the-dropdown-while-adding-approval-matrix)
**Note**: If you get the error **“Please approve all pending record”** while saving the manager, refer to [Why am I not able to change, add or update a manager in the employee's approval matrix even when I have edit rights and there are no pending approvals?](#id-10.-why-am-i-not-able-to-change-add-or-update-a-manager-in-the-employees-approval-matrix-even-when-i)
**Note**: If the manager belongs to a **different company** in your group, set up the **Cross Company Manager** first. Refer to [How to assign an employee from another company or entity as the approver or manager of an employee?](#id-16.-how-to-assign-an-employee-from-another-company-or-entity-as-the-approver-or-manager-of-an-employ)
**Link**:
For any queries, contact
### 2. How to assign manager to employee for approval of hour to hour Permission requests?
**Step 1**: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.
**Step 2**: Select the employee to whom you want to provide approval rights for the permission requests and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ tab click on the ‘Manager Details’ tab and click on the ‘+’ icon towards the right-hand side on the screen. A manager details pop-up will open.
**Step 4**: Select the required option for Select Manager, Priority, Approval Must and Approved Cancel Rights from the respective fields. Select the checkbox for ‘SelfService Permission From To’ and click on the ‘Save’ button.
Manager for the hour to hour permission requests will be assigned to the employee accordingly.
**Note**: To assign someone as a manager, their self-service role should be set as manager.
**Path:** Cloud Portal>Employee>Employee List>select employee>Approval Matrix>Manager Details>click on the ‘+’ icon >select required details>select ‘SelfService Permission From To’>Save
For any queries, contact
### 3. How to delete approval matrix manager or how to delete manger from the approval matrix?
**Step 1**: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.
**Step 2**: Select the employee for whom you want to delete approval matrix manager and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ click on the ‘Manager Details’ subtab and the list of managers will appear. Click on the ‘Delete Icon’ for the respective managers you want to deleted and the manager will be deleted from the approval matrix.
**Path**: Cloud Portal>Employee>Employee List> Approval Matrix>Manager Details>click on ‘Delete Icon’ for the respective managers
For any queries, contact
### 4. How to remove or delete manager for any module such as leave, on duty, regularization, timesheet, separation, loan and more?
**Step 1**: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.
**Step 2**: Select the employee and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ tab click on the ‘Manager Details’ subtab, here you will find a list of managers for various modules. Click on the respective ‘Delete Icon’ for the manager you want to remove and it will be deleted.
**Path**: Cloud Portal>Employee>Employee List>select employee>Approval Matrix>Manager Details>click on the ‘Delete Icon’
For any queries, contact
### 5. How to add expense manager for the employee?
**Step 1**: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.
**Step 2**: Select the employee for whom you want to add manager and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ tab click on the ‘Manager Details’ subtab and click on the ‘+’ icon towards the upper right side of the screen.
**Step 4**: ‘Select manager’ and ‘Priority’ as 1 if it’s a first level manager or 2 or 3 as required according to their level and your organization policy.
**Step 5**: Set ‘Approval Must’ as ‘Yes’ and choose ‘Expense’ manager from the list and click on the ‘Save’ button. The manager for expense will be added for employee accordingly.
**Note**: You can also select other modules such as leave, on duty and more to set the respective manager for the employee.
**Path**: Cloud Portal>Employee>Employee List>Employee Profile>Approval Matrix>Manager Details>click on the ‘+’ icon>select module and other required details>Save
For any queries, contact
### 6. How to add/change/update manager for attendance regularization for employee under approval matrix?
**Step 1**: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.
**Step 2**: Select the employee for whom you want to add manager and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ tab click on the ‘Manager Details’ subtab and click on the ‘+’ icon towards the upper right side of the screen.
**Step 4**: Select Manager, Priority, Approval Must, and Approved Cancel Rights as required. Ensure to tick box for the ‘Attendance Regularization’ option and click on the ‘Save’ button. Manager for the attendance regularization will be updated for the employee accordingly.
**Path**: Cloud Portal>Employee>Employee List>Employee Profile>Approval Matrix>Manager Details>click on the ‘+’ icon>select manager, module and other required details>Save
For any queries, contact
### 7. How to add manager for the shift assignment/roster management for the employee nder approval matrix?
**Step 1**: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.
**Step 2**: Select the employee for whom you want to add manager and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ tab click on the ‘Manager Details’ subtab and click on the ‘+’ icon towards the upper right side of the screen.
**Step 4**: Select Manager, Priority, Approval Must, and Approved Cancel Rights as required. Ensure to tick box for the ‘Leave’ option and click on the ‘Save’ button. Manager for the shift will be assigned to the employee.
**Note**: For a manager to be able to assign a shift to the employee, ensure that the rights are given to them through [role allocation for roster management](https://docs.pockethrms.com/faqs/cloud-portal/employee/employee-list/pages/j0kqaaTgFcWJ97L55jq7#id-20.-how-to-allow-manager-to-assign-shift-or-how-to-give-rights-to-manager-for-roster-management).
**Path**: Cloud Portal>Employee>Employee List>Employee Profile>Approval Matrix>Manager Details>click on the ‘+’ icon>select module and other required details>Save
For any queries, contact
### 8. How to change two manager approval process to one/single manager approval process for leave, attendance regularization, on-duty, and permissions request?
**Step 1**: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.
**Step 2**: Select the employee for whom you want to set a single approval manager process and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ tab click on the ‘Manager Details’ subtab.
**Step 4**: On the ‘Manager Details’ page you will see the list of all the managers assigned for the employee. Delete all existing managers modules for which you want to keep a single manager approval process by clicking on the respective ‘Delete Icon’.
**Step 5**: On the ‘Manager Details’ page and click on the ‘+’ icon towards the upper right side of the screen.
**Step 6**: ‘Select Manager’ and modules and features as required by selecting the respective checkboxes. Ensure that you set the ‘Priority’ as ‘1’ (one) and click on the ‘Save’ button.
Now the manager added as first priority manager will be the only manager for the approval process and whether that manager accept or reject the reject will be final response to the respective requests.
**Path**: Cloud Portal>Employee>Employee List>Employee Profile>Approval Matrix>Manager Details>delete existing managers for the module>click on the ‘+’ icon>Priority-1>select required details>Save
Manager Details>click on the respective ‘Delete Icon’ to remove unwanted ma
For any queries, contact
### 9. How to set approval matrix for all modules at once with a single manager?
**Step 1**: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.
**Step 2**: Select the employee and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ tab click on the ‘Manager Details’ subtab. Click on the ‘+’ icon towards the upper right side of the screen.
**Step 4:** ‘Select Manager’, ‘Priority’, click on the ‘Select All’ option or select all the respective modules as required by selecting the respective checkboxes. Click on the ‘Save’ button and the manager will be set for the employee accordingly.
**Path**: Cloud Portal>Employee>Employee List>select employee>Approval Matrix>Manager Details> click on the ‘+’ icon>Select Manager, Priority>select modules>select required details>Save
For any queries, contact
### 10. How to delete OT entry module from the approval matrix of an employee?
**Step 1**: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.
**Step 2**: Select the employee from the list and the system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ tab click on the ‘Manager Details’ subtab. Find the manager for the ‘OT Entry’ in the list and click on the respective ‘Delete Icon’ and delete the manager for OT Entry will be deleted accordingly.
**Path:** Cloud Portal > Employee > Employee List > select employee > Approval Matrix > Manager Details > find ‘OTEntry’ manager in list > click ‘Delete icon’
For any queries, contact
### **10. Why am I not able to change, add or update a manager in the employee's approval matrix even when I have edit rights and there are no pending approvals (error “Please approve all pending record”)?**
You may not be able to add, change, update, upload or import a manager in an employee's **‘Approval Matrix’**, even when you have edit rights and do not see any pending approvals. This happens when the employee still has **pending requests with their current manager**. The system does **not allow the approval matrix to be changed until all pending requests are cleared**.
**Note**: Having edit rights for the approval matrix does **not** bypass this check.
**Path**: **Cloud Portal → Employee → Employee List → Select Employee → Approval Matrix → Manager Details**
Follow the troubleshooting steps below:
**Check 1: Check the error message**
When you click on the **‘Save’** button, check the message displayed in the **top-right corner** of the screen. If the message says **“Please approve all pending record”**, pending approvals are stopping the approval matrix from being changed.
**Check 2: Identify the pending approval**
Ask the employee's **current manager** (the manager listed under the employee's **‘Approval Matrix’** > **‘Manager Details’** subtab) to log into the **ESS portal** and check for pending approvals of this employee.
**Check 3: Approve or reject the pending request**
The manager can approve or reject the pending request from the **ESS** Dashboard.
**Path**: **ESS Portal (Manager Login) → DashBoard → Manager Approval → Pending Status → Employee Code, From Date and To Date → Search → Approve/Reject → Save**
**Step 1**: Log into the **ESS** portal with the manager's credentials. On the **‘DashBoard’**, click on the **‘Manager Approval’** tab at the top of the screen.
**Step 2**: From the **‘Pending Status’** dropdown, select the type of request (for example, **‘Attendance Regularization’**).
**Step 3**: Select the employee from the **‘Employee Code’** dropdown, select the **‘From Date’** and **‘To Date’**, and click on the **‘Search’** button. The pending requests will appear.
**Step 4**: The pending requests will appear with the employee's **Code**, **Name**, **Applied Date**, **In/Out Date and Time** and **Remarks Employee**. For each request, select **‘Accept’** or **‘Reject’**. To accept or reject all the listed requests together, tick the checkbox next to the **‘ACCEPT’** or **‘REJECT’** column heading. Enter a remark in **‘Remarks Manager’** if required. Click on **‘Details’** to view the full request.
**Step 5**: Click on the **‘Save’** button. The requests will be accepted or rejected accordingly.
**Link**:
**Note**: If the manager is not available or has left, the **Admin or HR** can approve or reject the pending request instead. Refer to the link below:
[**Can I approve or reject a pending request myself? Can Admin or HR approve or reject requests that are pending with a manager?**](https://docs.pockethrms.com/faqs/cloud-portal/employee/employee-list/pages/X13bGFkNLKWQ4S9QSXGU#id-2.-can-i-approve-or-reject-a-pending-request-myself-can-admin-or-hr-approve-or-reject-requests-that)
**Check 4: Retry the change**
Once the pending approval has been completed, go back to the employee's **‘Approval Matrix’** tab and change the manager again. To add or change the manager, refer to the link below:
The manager will now be saved without the error. If the error still appears after all pending requests are cleared, contact support.
For any queries, contact
### 11. What is the meaning of the ‘Leader Code’ in the approval matrix manager template?
The term ‘Leader Code’ stands for the manager code. It also needs to be added in the Excel column and component mapping.
For any queries, contact
### 12. How to Assign Manager to an Employee?
To know the process to assign a manager to an employee, navigate to the link below:
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For any queries, contact
### 13. Can you guide me what is the mean of priority 0 & priority 1?
In the Approval Matrix, Priority 0 indicates that no manager is assigned for approval, while Priority 1 refers to the primary or main manager designated for approval.
To set the priority managers you can refer to the link below:\
For any queries, contact
### 14. How to remove approval matrix employee?
**Path**: Cloud Portal>Employee>Employee List> Approval Matrix>Manager Details>click on ‘Delete Icon’ for the respective managers
**Step 1**: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.
**Step 2**: Select the employee for whom you want to delete approval matrix manager and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ click on the ‘Manager Details’ subtab and the list of managers will appear. Click on the ‘Delete Icon’ for the respective managers you want to deleted and the manager will be deleted from the approval matrix.
For any queries, contact
### **15. Why is the Manager/Approver name not appearing in the dropdown while adding approval matrix?**
If you cannot add a manager in the approval matrix because the manager's name does not appear in the **‘Select Manager’** dropdown, a **prerequisite setting** for that manager may be missing.
**These three ways are used to verify the required details before adding the manager to the approval matrix as usual:**
1. [**Verify that the Self Service Role of the manager is set as Manager**](#id-1.-verify-that-the-self-service-role-of-the-manager-is-set-as-manager)
2. [**Verify the Manager Eligibility configuration**](#id-2.-verify-the-manager-eligibility-configuration)
3. [Verify the Cross Company Manager setting (if the manager is from another company)](#id-3.-verify-the-cross-company-manager-setting-if-the-manager-is-from-another-company)
### **1. Verify that the Self Service Role of the manager is set as Manager**
**Path:** **Login into Cloud Portal → Employee → Employee List → Select Employee → Profile → Self Service Role**
**Step 1**: Log into **Cloud Portal**, go to the **‘Employee’** menu and click on the **‘Employee List’** submenu.
**Step 2**: Select the **employee** who should be the manager/approver and system will take you to their profile.
**Step 3**: Under the **‘Profile’** tab click on the **‘Self Service Role’** subtab.
**Step 4**: Check the role selected in the **‘Role’** dropdown. If it is not set as **‘Manager’**, select **‘Manager’** from the **‘Role’** dropdown and click on the **‘Save’** button.
If the role is already set as **‘Manager’** and the name still does not appear in the dropdown, go to **OPTION B**.
### **2. Verify the Manager Eligibility configuration**
**Manager Eligibility** decides which **Self Service Roles** appear in the **‘Select Manager’** dropdown of the approval matrix. If the manager's role is not selected here, the manager's name will not appear in the dropdown.
**Path**: **Login into Cloud Portal** **→** **ESS Settings → Leave → Manager Eligibility**
**Step 1**: Log into **cloud portal**, go to the **‘ESS Settings’** menu, click on the **‘Leave’** tab and select the **‘Manager Eligibility’** subtab.
**Step 2**: In the list of Self Service Roles, check that the checkbox for the **manager's Self Service Role** is selected. If it is not selected, select it, scroll down and click on the **‘Save’** button.
**Path Link:** [**https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Leave\&submodule=ManagerEligibility**](https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Leave\&submodule=ManagerEligibility)
**To know the detailed steps, refer to the link below:**
**Step 3**: Go back to the employee's **‘Approval Matrix’** tab and check that the manager's name now appears in the **‘Select Manager’** dropdown. To add the manager, refer to the link below:
### **3. Verify the Cross Company Manager setting (if the manager is from another company)**
If the manager belongs to a different company in your group, their name will not appear in the **‘Select Manager’** dropdown until the **Cross Company Manager** setting is done.
**Path**: **Cloud Portal → Settings → Organization → Cross Company Manager**
To check and set it up, refer to [How to assign an employee from another company or entity as the approver or manager of an employee?](#id-16.-how-to-assign-an-employee-from-another-company-or-entity-as-the-approver-or-manager-of-an-employ)
For any queries, contact [**support@pockethrms.com**](mailto:support@pockethrms.com)
### **16. How to assign an employee from another company or entity as the approver or manager of an employee (cross company / different entity approver)?**
If the manager and the employee belong to **different companies or entities** in your group, the manager will not be available in the employee's **‘Approval Matrix’** until the **Cross Company Manager** setting is done. Follow the steps below in order:
[**A. Set up the Cross Company Manager**](#a.-set-up-the-cross-company-manager)
[**B. Add the manager in the employee's Approval Matrix**](#b.-add-the-manager-in-the-employees-approval-matrix)
### **A. Set up the Cross Company Manager**
**Path**: **Cloud Portal → Settings → Organization → Cross Company Manager → ‘+’ Icon → Name → Select Companies → Save**
Log into the Cloud portal from the **manager's company**. Under **‘Cross Company Manager’**, check whether the employee's company is already added. If it is not, click on the **‘+’** icon, enter the **‘Name’**, tick the checkbox for the **employee's company** and click on **‘Save’**.
To know the detailed steps, refer to the link below:
**For example**, to make an employee of **Company A** the approver of an employee of **Company B**: log in from **Company A**, add a Cross Company Manager entry and tick **Company B**.
### **B. Add the manager in the employee's Approval Matrix**
**Path**: **Cloud Portal → Employee → Employee List → Select Employee → Approval Matrix → Manager Details → ‘+’ Icon → Select Manager → Save**
Log into the Cloud portal from the **employee's company** (Company B in the example). Open the employee's profile, go to **‘Approval Matrix’** and add the manager from the other company in the **‘Select Manager’** field, with the required modules and rights. To know the detailed steps, refer to [How to assign manager to employee or candidate?](#id-1.-how-to-assign-manager-to-employee-or-candidate)
For any queries, contact
### **17. What to do if a manager has left the company, or why does it show pending approvals when deleting them from the approval matrix?**
When a manager leaves, you need to replace them in their team members' **‘Approval Matrix’**. But if the manager still has **pending requests** waiting for their approval, the system shows **pending approvals** and does not let you delete them.
**These pending requests must be approved or rejected first. Only then can the new manager be assigned.** The **Admin**, or **HR** with the right access, can approve or reject these requests on the manager's behalf.
**Note**: If the manager had actually been separated in Pocket HRMS, their pending entries would have been handled during separation. If the manager has left the company but still shows pending entries, their **separation has most likely not been processed in the system yet**.
Follow the steps below:
**Step 1**: Separate the manager from **Cloud Portal → Payroll → Transaction → Separation**. To know the steps, refer to the link below:
**Step 2**: When the **‘Separation Pending’** pop-up appears, approve or reject the pending entries, or **transfer** them to the new manager without changing their status. To know the details, refer to the link below:[ **What to do when a "Separation Pending" pop-up appears while separating an employee?**](https://docs.pockethrms.com/faqs/cloud-portal/employee/employee-list/pages/8omjo6uv5d0cl8Ca0Vmg#id-2.-what-to-do-when-a-separation-pending-pop-up-appears-while-separating-an-employee)
**Note**: As an **Admin or HR**, you can also approve or reject the pending requests from the **ESS** portal without separating the manager first. Refer to the link below:
[https://docs.pockethrms.com/ess-portal/admin/profile](https://docs.pockethrms.com/faqs/cloud-portal/employee/employee-list/pages/X13bGFkNLKWQ4S9QSXGU#id-2.-can-i-approve-or-reject-a-pending-request-myself-can-admin-or-hr-approve-or-reject-requests-that)
**Step 3**: Go back to the employee's **‘Approval Matrix’**, delete the old manager and add the new manager. To know the steps, refer to [How to delete approval matrix manager?](#id-3.-how-to-delete-approval-matrix-manager-or-how-to-delete-manger-from-the-approval-matrix) and [How to assign manager to employee or candidate?](#id-1.-how-to-assign-manager-to-employee-or-candidate)
**Note**: If the manager is still working and you only want to change them, refer to [Why am I not able to change, add or update a manager in the employee's approval matrix even when I have edit rights and there are no pending approvals?](https://docs.pockethrms.com/faqs/cloud-portal/employee/employee-list/pages/sY1kIngmQUp10Tfats85#id-10.-why-am-i-not-able-to-change-add-or-update-a-manager-in-the-employees-approval-matrix-even-when-i)
For any queries, contact
**Step 2**: Select the employee for whom you want to assign manager and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ tab, in the ‘Manager Details’ subtab, click on the ‘+’ icon from the upper right-hand corner of the screen.
**Step 4**: Enter the manager name in the ‘Select Manager’ field, select the checkboxes for the modules for which you want to provide approval rights.
**Step 5**: Also select appropriate options for fields such as, ‘Priority’, ‘View Only’, ‘Approval Must’ and ‘Approval Cancel Rights’ and click on the ‘Save’ button. The manager will be assigned to the employee accordingly.
**Path:** Cloud Portal>Employee>Employee List>select employee>Approval Matrix>click on ‘+’ icon>select manager, modules & fill in the details required>Save
**Note**: If the manager's name does not appear in the **‘Select Manager’** dropdown, refer to [Why is the Manager/Approver name not appearing in the dropdown while adding approval matrix?](#id-15.-why-is-the-manager-approver-name-not-appearing-in-the-dropdown-while-adding-approval-matrix)
**Note**: If you get the error **“Please approve all pending record”** while saving the manager, refer to [Why am I not able to change, add or update a manager in the employee's approval matrix even when I have edit rights and there are no pending approvals?](#id-10.-why-am-i-not-able-to-change-add-or-update-a-manager-in-the-employees-approval-matrix-even-when-i)
**Note**: If the manager belongs to a **different company** in your group, set up the **Cross Company Manager** first. Refer to [How to assign an employee from another company or entity as the approver or manager of an employee?](#id-16.-how-to-assign-an-employee-from-another-company-or-entity-as-the-approver-or-manager-of-an-employ)
**Link**: 
**Step 2**: Select the employee to whom you want to provide approval rights for the permission requests and system will take you to their profile.
**Step 3**: Under the ‘Approval Matrix’ tab click on the ‘Manager Details’ tab and click on the ‘+’ icon towards the right-hand side on the screen. A manager details pop-up will open.
**Step 4**: Select the required option for Select Manager, Priority, Approval Must and Approved Cancel Rights from the respective fields. Select the checkbox for ‘SelfService Permission From To’ and click on the ‘Save’ button.
Manager for the hour to hour permission requests will be assigned to the employee accordingly.
**Note**: To assign someone as a manager, their self-service role should be set as manager.
