Employee Self Service and Approvals

With Employee Self Service (ESS), employees log in to Bizmagnet – on the web or the mobile app – to see their own payslips and leave balance, and to request leave, overtime and loans. Requests go through the approvers you choose, level by level, and once approved they become HR entries automatically.

What employees can do

Part A – Set up self service (HR or administrator)

Step 1 – Give each employee a login linked to their record

1. Open Settings → Users and create a user for the employee (or open the existing one). Enter their email – approval emails are sent to it.
2. In Map Employee, choose the employee's record.
3. Give the user's group menu access to the ESS screens they need (Profile, Payroll History, Absence Request…). Approvers also need the approval screens (Absence Request Approval, Overtime Request Approval, Loan Request Approval).

Step 2 – Create the approval chains

Approvals are built from four pieces:

1. Workflow Group → Create Workflow Group: a Code (up to 10 characters) and a name, e.g. SALES · Sales approvers.
2. Workflow Hierarchy → Create Workflow Hierarchy: choose the Company and the Group, move approvers from List of Users to Selected Users, and drag them into order. The first row is level 1. Save.
3. Workflow User Mapping → Create New: choose Company, Workflow (e.g. Absence) and Group, then move the employees' users into Selected Users and click Create. Use the User wise switch to map individual users to different groups in a grid.
4. Repeat the mapping for each request type (Absence, Overtime, Loan). An employee who isn't mapped for a type can't get that request approved.

Part B – For employees

Request leave

1. Open Office Absence Request → Create Absence Request.
2. Choose the Type (e.g. Annual Leave) and the Start Date and End Date. Your Balance Days for that type is shown – check it covers the request.
3. Add Remarks (e.g. "Family trip, will be reachable by phone") and click Save.

The request shows PROCESSING while it is with the approvers. You can edit or delete it until the first approver acts. If it is rejected it shows REJECTED and you receive an email – you can change it and save it again.

Claim overtime

Overtime Request → Create Overtime Request → Date From, Date To, Req Overtime Hrs, an optional photo (e.g. the signed site sheet) and Remarks → Save. Submit one request per day worked, because approved hours are booked on the Date From day.

Ask for a loan

Loan Request → Create Loan Request → Loan Type, Loan Amount, Installment Period (Months), Loan Requested Date (the first month of deduction) and Remarks. Monthly Amount is calculated. Click Save.

See your payslips, leave and loans

Part C – For approvers

1. Open the email "…requires your approval" and click the button, or open Absence Request Approval, Overtime Request Approval or Loan Request Approval, choose the Company and click Refresh.
2. Open the request with the edit icon.
3. Check it:
   • leave: click Validate to see a calendar of everyone's leave and requests for the month, so you can spot clashes;
   • loan: click Validate loan History to see the employee's current loans and balances.
4. Write Additional Remarks and click Approve or Reject.

The Office Absence Report lists the leave requests in your groups and where each one stands, and the Absence Planner View shows everyone's approved and requested leave on a monthly calendar – useful when planning cover.

What final approval creates

Practical scenarios