Pending Approval - Payroll

access level payroll advisor (full access), manager (full access), customer support (view only) module payroll the pending approval process allows customers to review and take action on their payroll before final processing this process includes email and sms notifications, payroll review capabilities, and subsequent notifications to payroll advisors based on the client's response ⚠️ warning the system will not automatically approve the payroll it must be manually performed by the client or the payroll advisor this is because the client has chosen this particular setting this setting, "client needs pending approval," can be found on the payroll card and inside the leads card to turn it off or on how it works once the payroll enters the pending approval status, the customer receives both an email and a text message prompting them to review their payroll the pending approval starts with this notification reviewing the email the email includes a purple "review payroll" button selecting this button will open a separate pop up window where the customer can review the payroll this window will display the invoice preview and timesheet recap , prior to the customer's approval or rejection decision deductions recap report a deductions recap tab is available during the pending approval workflow, providing customers with a detailed breakdown of all deductions the deductions recap includes employee level deduction details deduction categories and amounts total deductions summary clear visibility into all withholdings ℹ️ note this report is exclusively used in the pending approval workflow and is not attached to other payroll processes it helps customers make informed decisions before approving their payroll inactivity and pending approval ℹ️ note customers can now approve or reject payroll records even when inactivity has been assessed the system no longer blocks approval actions based on document submission requirements when inactivity is present this improvement means clients in "pending approval" status maintain full control over payroll decisions inactivity assessments don't prevent approval workflows document requirements are handled separately from approval processes the approval/rejection process remains available regardless of inactivity status client action approve or reject the customer can choose to approve or reject the payroll within the pop up window if the customer declines the payroll, an email notification will be automatically sent to the assigned payroll advisor to notify them of the rejected record internal approval/rejection process when a januscrm user processes a client's approval or rejection a confirmation modal appears requiring the user to select a predefined reason from a dropdown, or enter a custom note explaining the action the system logs this information for audit purposes the last approval/rejection action is displayed in a tooltip for visibility and tracking ℹ️ note this additional step ensures proper documentation of all payment approval decisions and provides an audit trail for management review post approval page update ℹ️ note once a client approves or rejects payroll and completes the process, the page view changes to display only essential information after approval/rejection ✅ success the system has been updated to provide a cleaner post decision experience only the invoice and timesheet recap will be visible the approval/rejection buttons will no longer be accessible clients can still view the link, but only the attached documents will be displayed once the customer takes an action (approved or rejected), the screen will update to indicate their decision the client can still download the invoice and timesheet recap via the email link for up to 15 days after their response ⚠️ warning after the client approves or rejects the payroll, the approval/rejection buttons will be disabled, and no further changes can be made approval status indicators the client payment approval button now uses clear color coding to show the current status color status guide yellow/orange (#dd6b20) approval request sent, awaiting client action green client has approved the payment red client has rejected the payment gray no action taken yet ℹ️ note the yellow/orange color indicates a "pending" state, making it easier to distinguish from rejected (red) status this change helps prevent confusion when monitoring approval requests important notes 📌 tip clients will continue to have access to the review link and download options for 15 days access duration review link remains active for 15 days documents can be downloaded during this period after 15 days, clients must contact support for access notification recipients primary payroll contact receives email and sms assigned payroll advisor notified of rejections cc recipients included based on service tier enabling client payment approval setup process enable in either location lead card > payroll tab > customer needs payment approval payroll card > details tab > customer subtab when to use this feature consider enabling for customers who request invoice review before processing have variable payroll amounts need additional payment controls require management approval internally troubleshooting & escalation common issues client cannot access review link symptoms review payroll button not working or shows error possible causes pop up blocker preventing window link expired (over 15 days) browser compatibility issue session timeout resolution steps disable pop up blocker for januscrm try different browser (chrome/safari recommended) clear browser cache and cookies request new approval email if expired approval/rejection not processing symptoms buttons clicked but no action occurs possible causes network connectivity issue already processed by another user system processing delay browser javascript disabled resolution steps check internet connection refresh page and check status verify javascript enabled wait 2 minutes and retry documents not downloading symptoms invoice/timesheet won't download after approval possible causes browser blocking downloads file generation issue pop up blocker active mobile device restrictions resolution steps check browser download settings try "save as" instead of direct download disable pop up blocker use desktop if mobile fails advisor not receiving rejection notices ℹ️ note as of release v1 25 73, advisors are no longer automatically cc'd on payroll rejection emails to reduce email clutter only assigned payroll advisors who need to take action will be notified directly symptoms no email when client rejects payroll possible causes incorrect advisor assignment email in spam folder system notification failure email address invalid resolution steps verify advisor assignment in system check spam/junk folders confirm email address correct test with manual notification when to retry vs escalate retry these actions 🔄 browser troubleshooting 🔄 different device/browser 🔄 clear cache and cookies 🔄 wait for system processing escalate immediately for 🚨 multiple clients affected 🚨 system wide approval failures 🚨 documents not generating 🚨 notification system down escalation process level 1 team lead/manager override approval requirements manual notification sending feature enable/disable decisions client communication issues level 2 it help desk system functionality failures email delivery problems document generation errors database synchronization issues how to submit an it help desk ticket 📌 tip see how to submit a support ticket for detailed instructions quick reference navigate to help in the navigation bar select it help desk include client name, approval status, error messages screenshot the approval page note time of attempted action best practices client communication explain the approval process during onboarding set expectations for response timeframes provide alternative contact methods document approval preferences processing efficiency monitor pending approval queue regularly follow up on unapproved payrolls promptly consider approval deadlines for processing have backup approval contacts system configuration regularly review which clients need approval update settings as client needs change document reasons for approval requirements train clients on the approval process next steps after understanding the pending approval process processing tab manage payroll requirements notifications tab send manual communications details tab configure approval settings 📚 quick reference need help with terminology? check our januscrm glossary & acronym index for definitions of all terms used in this documentation questions about permissions? review the user roles & permissions matrix to understand access levels