Operational templates
Workforce Approval Matrix Template
Map common workforce decisions to accountable roles, backup reviewers, evidence and escalation paths.
Explore 20 questionsThe short answer
What matters for your decision
Use this blank worksheet to organize roles and approval responsibilities. It is an illustrative planning aid: confirm field meanings, approval ownership and the configured Hirebase workflow for your deployment before operational use.
Suggested worksheet
Fields and illustrative entries
These entries illustrate how to use the worksheet. The downloadable CSV provides blank fields for your organization; it is a planning tool rather than a product export or a customer record.
| decision_type | site_or_scope | requester_role | primary_approver | backup_approver | required_evidence | escalation_owner | configured_workflow_confirmed |
|---|---|---|---|---|---|---|---|
| Example only | North Yard | Worker | Site supervisor | Operations manager | Request and source record | HR owner | Confirm in deployment |
Illustrative sample row
The in-page worksheet includes an illustrative sample entry. Replace it with approved local data; it is not a customer outcome. The downloadable CSV is blank apart from its headers.
List decisions
Inventory the decisions that need review, such as schedule publication, time adjustment, job coding or onboarding exception. Keep policy and workflow decisions distinct.
Assign accountable roles
Name primary and backup roles, scope and escalation owner. Avoid assigning every approval to a single person or using shared credentials.
Specify review evidence
Define what information a reviewer needs and where the authoritative record lives. Use least-privilege access and document separation-of-duty expectations.
Validate in the configured system
Confirm the actual roles, queues and escalation behavior during implementation. The matrix is a design artifact, not proof that an approval rule is configured.
Hirebase for your operation
Make the workflow fit your business.
Connect workforce workflows with organization-wide licensing, configurable operating rules and customer-controlled Azure deployment. Bring your site requirements, worker journey and integration needs to an implementation conversation.
Evaluate HirebaseYour buying questions
Questions, answered
20 of 20 questions
Which workforce decisions belong in the matrix?
Include recurring decisions such as schedule publication, time edits, job coding and onboarding exceptions.
Link to this answerHow should a backup approver be chosen?
Name an available role with suitable authority and define when it takes over.
Link to this answerCan a requester approve their own adjustment?
Follow separation-of-duties policy and use an independent reviewer where required.
Link to this answerHow do site approval levels differ?
Document scope and local owner, then confirm actual queues in the deployment.
Link to this answerWhat evidence accompanies time approval?
Request, original event, context and decision reason.
Link to this answerWho sets approval thresholds?
The policy owner sets and documents thresholds; this guide defines none.
Link to this answerWhat belongs in escalation?
Trigger, next role, response expectation and visible unresolved status.
Link to this answerDoes the matrix prove setup?
No. Validate actual roles, permissions and queues in the implementation.
Link to this answerHow should approval access be reviewed?
Confirm least privilege, backups, departures and periodic access review.
Link to this answerWhen is the matrix ready?
Policy owners sign off and implementation owners verify the configured workflow.
Link to this answerWorkforce Approval Matrix: what should be covered first?
Start with roles and approval responsibilities; agree the scope and owner before entering operational records.
Link to this answerWorkforce Approval Matrix: Who owns the source information?
The business process owner should name the authoritative source and a person responsible for resolving inaccurate or outdated entries.
Link to this answerWorkforce Approval Matrix: Which fields are essential?
Use the columns in the downloadable blank CSV as a starting point for roles and approval responsibilities. Add only fields with a clear operational purpose.
Link to this answerWorkforce Approval Matrix: How should we handle missing values?
Leave unknown information blank or mark it for review. Do not invent a value to make a row appear complete.
Link to this answerWorkforce Approval Matrix: How do we record an exception?
Keep the original observation, assign an owner, record the decision separately and retain a source reference for later review.
Link to this answerWorkforce Approval Matrix: What evidence should be linked?
Link to an approved source record or controlled repository. Avoid copying sensitive personal details into an open worksheet.
Link to this answerWorkforce Approval Matrix: Who reviews a completed row?
The role accountable for the decision should review the record under the organization's own approval rules.
Link to this answerWorkforce Approval Matrix: How should sites use the same vocabulary?
Agree stable site identifiers and shared labels, then document any local aliases so cross-site reporting remains understandable.
Link to this answerWorkforce Approval Matrix: Can teams add local columns?
Yes, when a local field has a clear purpose and an owner. Document its meaning and do not repurpose an existing field silently.
Link to this answerWorkforce Approval Matrix: How often should this be updated?
Set a cadence based on the process, event frequency and close or rollout calendar; record the last review date and owner.
Link to this answer