Best Practices for Effective Approval Management
Reviewing Requests Thoughtfully
Take time to review thoroughly
Always read the complete request details, including the full description and all attached documents, before making a decision. What might seem straightforward at first glance could have important nuances hidden in the details or supporting documentation. Reviewing everything ensures your approval or denial is based on complete information rather than assumptions.
Respond in a timely manner
While every request is important, aim to review and act on pending approvals within 24–48 hours when possible. Timely responses keep projects moving, prevent bottlenecks, and demonstrate respect for both the SPRCHRGR team's work and your company's operational needs. If you need more time to gather information or consult with others, use comments to acknowledge the request and set expectations about when you'll make a decision.
Communicating Clearly
Use comments to ask questions
If something is unclear, documentation is missing, or you need additional context before deciding, use the comments section to request clarification. Select the appropriate notification options to alert the requestor or other approvers so they can provide the information you need. Clear questions lead to clear answers, which lead to confident decisions.
Provide specific reasons when denying
When denying a request, always include a clear, specific explanation in the required comments field. Vague denials like "Not approved" or "Can't do this" don't help anyone understand what went wrong or how to proceed differently. Instead, explain the specific concern: "This expense exceeds our approved budget for this quarter" or "We need to see three vendor quotes before approving purchases over $5,000." Specific feedback helps the SPRCHRGR team understand your requirements and adjust their approach for future requests.
Notify the right people
When using comments, thoughtfully select who needs to see your message. If you're asking the original requestor a question, enable "Notify Requestor." If you want input from other approvers before deciding, enable "Notify Approvers." Don't unnecessarily copy everyone on every comment—targeted communication reduces noise and ensures important messages aren't lost in the shuffle.
Managing Delegate Approvers Effectively
Plan for absences proactively
Before going on vacation, medical leave, or extended travel, coordinate with your administrator to set up a Delegate Approver who can handle approvals in your absence. This prevents requests from stalling while you're away and ensures business continuity. Communicate with your delegate about any pending requests that might need attention and may be assigned to them while you are unavailable and provide context on your company's approval priorities.
Review delegate assignments regularly
Periodically review who has Delegate Approver status on your account. If someone was temporarily added for coverage during a specific project or absence and that need has passed, work with your administrator or a Primary Approver to remove their access. Keeping your approver list current ensures only the appropriate people have authorization to make decisions on behalf of your company.
Additional Tips for Success
Keep your notification settings current
Regularly review your notification preferences to ensure they match your current workflow. If you're being overwhelmed by emails, switch to a Summary Email (daily or weekly digest). If you're missing important requests, enable immediate notifications for new approvals. Your needs may change over time, and the system is flexible enough to adapt.
Use pre-approved submissions wisely
If your company uses the pre-approved request feature (Dashboard → New Approval), reserve it for truly routine, recurring items that don't require deliberation—think standard monthly service renewals or regular vendor payments you've already authorized. For anything new, unusual, or above typical thresholds, let it go through the standard approval process so you have the opportunity to review before committing.
Maintain a decision record
The system automatically maintains a complete audit trail, but you might find it helpful to occasionally review your approved and denied requests (using the status filter on the Approval Requests List) to ensure consistency in your decision-making and identify any patterns that might benefit from updated policies or clearer guidelines.
You Got This!
By following these best practices, you'll create an approval workflow that's efficient, transparent, and aligned with your company's goals—ensuring SPRCHRGR can deliver the service and support you need while maintaining the oversight and control that gives you confidence in every decision.