The fully digital approval flow lets a manager or supervisor approve their employees' driving. The approver logs into the mileage log, clicks on approval, and can easily and efficiently review and approve or reject the driving of all their employees.
The article has two parts:
- For the administrator
- For the driver
For the administrator
Set up an approver
Go to https://app.autogear.com/dashboard/approvers
Click the green button to create an approver for the employees you want to enroll in the approval flow. You can also set up one or more approvers for each employee.
Process incoming claims
Go to https://app.autogear.com/dashboard/claim-approvals
Whoever is set up as approver receives an email with information about who has sent a claim for approval when the claim is created.
The approver's dashboard has three tabs: one for incoming approvals, and then an archive for approved or rejected claims.
See details by clicking the blue arrow on the left side, or download the PDF.
If a claim is to be rejected, write the reason so the driver knows what needs to be corrected.
For the driver
Drivers who have been connected to an approver get automatic handling so that claims created in the outbox are automatically sent for approval. You don't need to do anything more.
When the approver has processed the claim, it is automatically marked as approved and completed.
Rejected claims
If a claim is rejected and you need to make changes before submitting a new one, click the Options menu and "Cancel claim". This moves the trips back to Create claim, and you can compose the claim again or move the trips back to the inbox to make changes.
Notifications by email
To the driver:
- You have received a new approver
- Your claim has been approved
- Your claim has been rejected
To the approver:
- You have a new incoming claim for approval
Questions and answers
Do all users need an approver?
No. Employees without an approver can use Confirmed trips in the usual way, and mark claims as Completed themselves without using the approval module.
Why don't all users appear in the list of possible approvers?
An approver must be an Account owner or Admin.
Why don't all users appear in the list of employees?
Only active users are shown. Check whether the user is listed as Invited or Inactive.
Does setting up an approver apply retroactively, so that all my claims can be approved?
No, the approver only receives new claims created after the approver was set up. To send old claims for approval, click "Cancel claim" in the Action menu under Confirmed trips, and create the claim again.
What do I do if a claim is rejected and I need to change one or more trips before submitting a new claim for approval?
Click the Action menu and "Cancel claim". This moves the trips back to Create claim, and you can compose a new claim, or move trips back to the Inbox to make other changes to the trips and submit a new claim.