Workflow Template
Employee Training Request Workflow
Enables employees to request approval and booking for training courses. Captures course, provider, dates, cost and business justification; routes for manager approval, then budget approval if cost exceeds a threshold; on approval marks the request authorised and notifies the employee; after training, the employee uploads completion evidence which updates the training record. Rejections are returned to the employee with the reason.
As organisations scale their learning and development investment, HR and Finance teams require a defensible, auditable process for approving and tracking employee training spend against policy and budget thresholds. This workflow governs the full lifecycle of a training request within assess.one—from submission and business justification through manager approval, conditional budget approval, authorisation to book, and post-training completion evidence—ensuring employees, line managers, finance approvers, and HR/L&D administrators operate within a consistent, controlled process. Every decision point, rejection reason, and completion record is captured to support compliance reporting and training spend audits.
Business Outcomes
- Reduces training approval cycle time by routing requests automatically to the correct approver based on cost threshold
- Provides a complete audit trail of approvals, rejections, and completion evidence for compliance and finance reviews
- Eliminates manual chasing of sign-offs by notifying employees automatically on authorisation or rejection
- Ensures budget governance by enforcing mandatory financial approval above defined cost thresholds
- Improves training record accuracy by linking completion evidence directly to the original approved request
Workflow Steps
Steps
- 1Create Training Request Recordcreate record
Registers the submitted training request as a record.
- 2Set Status to Submittedupdate record
Marks the request as submitted awaiting manager approval.
- 3Manager Approvalrequest approvalrequires approval
Employee's manager reviews and approves or rejects the training request.
- 4Route on Manager Decision
Branches based on the manager's approval decision.
approval_status: "approved"→Set Status to Manager Approvedapproval_status: "rejected"→Set Status to RejectedDefault→End - 5Set Status to Manager Approvedupdate record
Updates the record to reflect manager approval.
- 6Check if Budget Approval is Required
Routes to budget approval if the cost exceeds the threshold, otherwise proceeds directly to authorisation.
cost: "1000"→Set Status to Pending Budget ApprovalDefault→Mark as Authorised for Booking - 7Set Status to Pending Budget Approvalupdate record
Marks the record as awaiting budget approval since cost exceeds the threshold.
- 8Budget Approvalrequest approvalrequires approval
Finance/budget owner reviews and approves or rejects the request due to its cost.
- 9Route on Budget Decision
Branches based on the budget approver's decision.
approval_status: "approved"→Mark as Authorised for Bookingapproval_status: "rejected"→Set Status to RejectedDefault→End - 10Mark as Authorised for Bookingupdate record
Updates the record to authorised status, ready for booking.
- 11Notify Employee - Authorisedsend email
Emails the employee confirming their training is authorised for booking.
- 12Request Completion Evidencerequest external input
Sends the employee a link to upload evidence of completion after the training.
- 13Upload Completion Evidencecreate task
Employee uploads formal evidence (certificate or confirmation document) of training completion.
- 14Update Training Record - Completedupdate record
Marks the training record as completed with evidence attached.
- 15Set Status to Rejectedupdate record
Marks the training request as rejected.
- 16Notify Employee - Rejectedsend email
Emails the employee that their training request was rejected, including the reason.
Fields
- Employee Name*
- Employee Email*
- Course / Program Name*
- Training Provider*
- Start Date*
- End Date*
- +5 more fields
Forms
Training Request Form
8 fields
Data Views
All Training Requests
employee_name, course_name, provider, start_date +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Categories
FAQs
How is this workflow audited for compliance purposes?
Every step in the workflow—submission, manager decision, budget decision, authorisation, and completion evidence upload—is timestamped and retained within the training request record inside assess.one. This provides a full, exportable history of who approved or rejected each request, the stated business justification, and the reason for any rejection, supporting internal audit and external compliance reviews without additional reporting effort.
Who has access to view or action training requests?
Access is role-based and configured directly within assess.one: employees can submit and view their own requests, managers see requests awaiting their approval, budget approvers see only requests that exceed the cost threshold, and HR or L&D administrators can be granted oversight of all records. Permissions can be adjusted at any time to reflect organisational changes without disrupting live requests.
How does this integrate with existing HR or finance systems?
Notifications and approval routing—such as email or Slack alerts to managers and budget approvers—are configured natively inside assess.one, requiring no external development work. Training records and completion evidence can be exported or connected to downstream reporting as needed, keeping the workflow aligned with existing HR and finance data governance requirements.
Can the budget approval threshold be customised?
Yes, the cost threshold that triggers routing to budget approval is a configurable rule within the workflow and can be adjusted directly in assess.one to reflect current finance policy. Organisations can set different thresholds, add additional approval tiers, or introduce further conditional logic without rebuilding the workflow from scratch.
What happens when a manager or budget approver rejects a request?
When a request is rejected at either the manager or budget approval stage, the workflow automatically sets the status to rejected and notifies the employee with the stated reason. This ensures transparency for the employee and maintains a clear record of why training spend was not approved, which is useful for future policy reviews.
Who is responsible for uploading training completion evidence?
The employee who submitted the original request is prompted to upload completion evidence once training has taken place, such as a certificate or attendance confirmation. This evidence is attached directly to the training record, automatically updating its status to completed and closing the audit loop between approval and delivery.
How long does it take to implement this workflow?
This is a ready-to-use template that can be published live within minutes—there is no lengthy implementation project. Once published, employees, managers, and budget approvers can begin using the live process immediately, with roles, notifications, and approval logic adjustable at any time in assess.one.
Can approval steps or notification recipients be changed after go-live?
Yes, all approval steps, routing logic, and notification recipients can be edited directly within assess.one at any time, even after the workflow is live and in active use. This allows HR and Finance to adapt the process to organisational changes, such as new approval hierarchies or updated policy thresholds, without any downtime.
Does this workflow support multiple layers of approval beyond manager and budget sign-off?
The template's structure supports adding further conditional approval steps, such as senior leadership sign-off for high-cost training, by extending the existing routing logic within assess.one. This can be configured to suit organisational governance requirements without needing to build a new workflow.
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