Before You Begin
The Approval step is configured in Step 5: Work Flow before the cycle launches. It is not created automatically the admin must add it to the workflow.
More than one Approval step can exist in the same workflow. For example, a manager approval followed by a separate admin approval.
The admin can rename each Approval step in the workflow. On the sheet itself, the step may appear with a custom name rather than "Approval".
Who can approve depends on the Approver role setting configured for each Approval step in the workflow.
Where the Approval Step Fits
The Approval step can be placed at:
After the Performance Sheet step — The approver reviews the full performance sheet once the talent or manager has submitted it.
The admin decides the exact position of each Approval step when building the workflow in Step 5.
Approval Scenarios
The approval flow depends on who fills the performance sheet and which Approval steps the admin added to the workflow.
Talent fills the sheet — Manager approves
The talent submits their performance sheet. The sheet moves to the manager's queue for review. The manager can approve or reject and send back.
Talent fills the sheet — Admin approves
The talent submits their performance sheet. The sheet moves to the admin's queue. The admin reviews and approves or rejects.
Talent fills the sheet — Manager then Admin approve
The talent submits the sheet. It moves first to the manager. After the manager approves, it moves to the admin for a second approval. Both Approval steps must be added to the workflow in sequence.
Manager fills the sheet — Admin approves
The manager fills the performance sheet on behalf of the talent and submits it. The sheet moves to the admin for approval. After admin approval, a separate Acknowledge step (if configured) allows the talent to confirm the content.
Manager Edit Toggle
In Step 5: Work Flow, Approval step has an optional toggle: Allow the approver to edit the sheet before approving.
When this toggle is ON, the approver can modify the content of the performance sheet adjust goals, update KPI values, or make corrections before clicking Approve. This saves time when minor fixes are needed without having to reject and send the sheet back.
When this toggle is OFF, the approver can only read the sheet and choose to approve or reject. No edits are possible.
How Approvers Find Pending Sheets
Approvers receive a notification when a sheet is waiting for their review. They can access pending approvals in two places:
Things To-Do (Home) — The home dashboard shows a list of pending approval tasks under Things To-Do. Each task shows the talent name, the cycle name, and an Approve button for quick access.
My Team — Managers can also go to My Team in the left navigation, select the cycle, and see which of their team members' sheets are waiting for approval.
Reviewing a Sheet as an Approver
Click on a pending approval task to open the performance sheet. The sheet opens in a read-only view showing:
Goals — All goals the talent or manager added, including descriptions, KPI values, weights, and alignment to department goals if applicable.
Competencies — The assigned competencies with their weights.
Training Needs — Any linked courses, pathways, or sessions.
Two action buttons appear at the top right of the sheet:
Approve — Confirms the sheet and moves it to the next step in the workflow.
Reject & Send Back — Returns the sheet to the person who submitted it so they can make corrections and resubmit.
If the Allow Edits toggle was enabled for this step, the approver can also edit any content on the sheet directly before deciding to approve or reject.
Approving a Sheet
Click Approve to sign off on the sheet. Once approved:
The sheet moves to the next step in the workflow (another approval, a review, or acknowledgment depending on the configuration).
The talent receives a notification that their sheet has been approved.
The approval cannot be undone once confirmed.
Rejecting and Sending Back
Click Reject & Send Back to return the sheet for corrections. A comment box appears where the approver can explain what needs to be fixed. The comment is visible to whoever receives the returned sheet.
Once sent back:
The sheet returns to the person who submitted it (talent or manager depending on who filled it).
They must make the required corrections and resubmit.
The sheet then returns to the approver's queue.
FAQ
Can an admin approve any sheet, even if they are not the assigned approver?
Can an admin approve any sheet, even if they are not the assigned approver?
An admin can approve sheets from the Participants tab in the cycle management view regardless of the assigned approver role. This is useful for unblocking sheets when the assigned approver is unavailable.
Can the approval step be skipped?
Can the approval step be skipped?
No. If an Approval step exists in the workflow, the sheet cannot advance past it without being approved. The admin can remove the step from the workflow before the cycle launches, but it cannot be skipped mid-cycle.
What if the assigned approver is no longer available?
What if the assigned approver is no longer available?
An admin can approve the sheet from the Participants tab in the cycle management view to keep the cycle moving.
What happens to a rejected sheet if the talent or manager does not resubmit?
What happens to a rejected sheet if the talent or manager does not resubmit?
The sheet stays in returned state until resubmitted. If the step timeline closes before resubmission, an admin will need to intervene from the Participants tab.