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Request client approval ​

Who does this: Payroll Executive · Payroll Lead · Platform Admin When: The auto-approval-request didn't fire after Generate export, or you need to redirect approval to a different approver Result: A new approval round is opened on the cycle and an approval-request email goes out to the chosen client approver.

The platform sends approval requests automatically when you click Generate export, picking the first active contact with Can approve ticked, alphabetical by name. You only run this manual flow when:

  • The client had no active approver at the moment you generated the export, so the auto-request silently skipped.
  • You added the right approver afterwards and now need to send the request.
  • The auto-request went to the wrong approver (e.g. the previously-default contact has handed over their portfolio) and you need to redirect.
  • The first approver bounced the email or sat on the link, and a different approver is now decision-ready.

NOTE

The Request approval button only appears on the cycle detail page when cycle status ∈ {EXPORTED, OUTPUT_IMPORTED} and no approval round has been opened yet. If a round is already open and you need a different approver to act, the path is to wait for the current link to expire / be declined, or contact the relationship manager about the approver swap. Don't open a parallel round — that's where audit gets messy.

Before you start ​

  • [ ] The cycle is in EXPORTED or OUTPUT_IMPORTED status.
  • [ ] No approval round exists on the cycle yet (the Approvals tab shows "No approval rounds").
  • [ ] The client has at least one active contact with Can approve ticked. If not, add one first — and verify the email address before sending.
  • [ ] (Recommended) The Infotech output has been uploaded and parsed. If not, you'll see an amber warning that the approval report will go out with blank CPF / SDL figures.

Steps ​

  1. Open Cycles in the staff dashboard sidebar and click into the cycle.
  2. In the page header, click Request approval.
  3. In the dialog:
    • Approver — pick from the dropdown of active contacts with Can approve. The list is alphabetical; if a previous attempt picked the wrong person, choose the right one here.
    • If you see an amber No payroll output uploaded yet banner, decide: continue with intake-only figures, or close the dialog and upload the output first.
  4. Click Send approval request.

The dialog closes with a "Approval request sent" toast. The Approvals tab now shows a new row, Round #1 (or the next round number on a re-do), decision Pending.

How to know it worked ​

  • The Approvals tab on the cycle shows the new round, decision Pending, Requested stamp matching the click time.
  • The Outbox shows a new row, template approval-request, Recipient set to the contact you picked, status Dispatched within ~30 seconds.
  • The Activity log records approval.requested attributed to you.

If the Outbox row is Pending for more than 5 minutes, see Outbox stuck runbook. If it's Failed or Bounced, verify the email and confirm the contact's address.

What the client sees ​

The approver receives an email:

  • Subject: Payroll approval required for {YYYY-MM} — Round {N}
  • From: the firm's no-reply sender on BreezyCorp
  • Body: A short note plus a Review & approve button. The button opens the secure portal where they see the full Spade approval report with payslips, net pay, CPF and SDL — and either click Approve or Request revision with a note.

The link inside the email expires in 48 hours. After that, an approval reminder mints a fresh link if the round is still pending — see timing.

Common situations ​

If you see…It means…What to do
Request approval button is not visibleA round already exists, or cycle is past OUTPUT_IMPORTEDOpen the Approvals tab — if a round is pending, wait for the client; if APPROVED / REVISION_REQUESTED, follow the appropriate runbook
Dialog dropdown shows "No active approvers — add one in client admin"Client has no contact with Can approve tickedAdd or edit a contact, then come back
Amber banner "No payroll output uploaded yet"You skipped the output round-tripEither upload the output first, or accept that the report goes out with blank CPF / SDL columns
Toast: "Approval request sent" but the Outbox shows nothing after a minuteOutbox dispatcher stuckOutbox stuck runbook
Client says "I never got the link" but Outbox says DispatchedEmail landed in spam, or wrong address on the contact recordVerify the email was sent; confirm the contact's address with the client by phone
Auto-request didn't fire after Generate Export and you're not sure whyUsually no active approver at export-timeApproval request didn't auto-fire

Internal use only — BreezyCorp