Workflow Template

Employee Training Request Workflow

Captures employee training requests, routes them through manager approval and (for costs over $2,000) finance budget approval, notifies the employee at each stage, and has HR record completion evidence once the training is done.

Organisations managing employee development need a consistent, visible way to capture training requests, apply the right level of approval, and keep records of what was authorised and completed. This workflow takes a request from initial submission through manager approval, routes higher-cost requests to finance for budget approval, keeps the employee informed by email at every stage, and has HR record completion evidence once the training has taken place. Employees, managers, finance approvers, and HR staff each play a defined role, with the record's status and timeline reflecting progress throughout.

Business Outcomes

Supports more consistent application of manager and finance approval for training spend
Helps reduce delays by automatically routing requests based on cost thresholds
Keeps employees informed at each stage without manual follow-up emails
Makes it easier for HR to track which training has been completed and evidenced
Provides a clear timeline and status for every training request for internal oversight

Workflow Steps

Steps

1
Create Training Request Recordcreate record
Registers the submitted training request as a record.
2
Set Status to Submittedupdate record
Sets the training status to Submitted on the new record.
3
Send Acknowledgement Emailsend email
Emails the employee an acknowledgement of their submission with the reference number.
4
Manager Approvalrequest approval
Requests the employee's manager to approve or reject the training request.
5
Route Manager Decision
Routes based on whether the manager approved or rejected the request.
approval_status: "approved"→Check Cost Threshold
approval_status: "rejected"→Set Status to Rejected (Manager)
Default→End
6
Set Status to Rejected (Manager)update record
Sets the training status to Rejected after manager rejection.
7
Email Employee - Manager Rejectedsend email
Emails the employee that their training request was not approved by their manager.
8
Check Cost Threshold
Routes to finance approval if the cost exceeds $2,000, otherwise proceeds directly to authorisation.
cost: "2000"→Finance Budget Approval
Default→Set Status to Authorised
9
Finance Budget Approvalrequest approval
Requests finance to approve or reject the budget for training requests over $2,000.
10
Route Finance Decision
Routes based on whether finance approved or rejected the budget.
approval_status: "approved"→Set Status to Authorised
approval_status: "rejected"→Set Status to Rejected (Finance)
Default→End
11
Set Status to Rejected (Finance)update record
Sets the training status to Rejected after finance rejection.
12
Email Employee - Finance Rejectedsend email
Emails the employee that their training request was not approved on budget grounds.
13
Set Status to Authorisedupdate record
Sets the training status to Authorised once all required approvals are complete.
14
Email Employee - Authorisedsend email
Emails the employee that the training is authorised for booking.
15
HR: Record Training Completioncreate task
Creates a task for HR to record the training completion date and upload evidence once the training has taken place, with no due date.
16
Save Completion Detailsupdate record
Saves the completion date and evidence file to the training record and sets status to Completed.
17
Email Employee - Completedsend email
Emails the employee that their training record has been updated with completion details.

Fields

Show all 12 fields

FormTraining Request Form

Employee Name*· Text
Employee Email*· Email
Department*· Text
Course or Program*· Text
Provider*· Text
Start Date*· Date
End Date*· Date
Cost*· Number
Business Need*· Long text

Other fields

Training Status· Choice
Completion Date· Date
Certificate or Other Evidence*· File upload

Employee Name*
Employee Email*
Department*
Course or Program*
Provider*
Start Date*

Forms

Training Request Form

9 fields

Data Views

Training Requests

employee_name, course_name, provider, start_date +2 more

Dashboard Widgets

Training Requests by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

training requestemployee trainingprofessional developmenttraining approvallearning and development

Similar Workflows

Employee Onboarding Workflow Employee Performance Review Workflow Document Review and Approval Workflow

Similar Categories

Finance & Procurement

FAQs

What does this workflow record at each stage of a training request?

Each training request becomes a record with a reference number, a status such as Submitted, Rejected, Authorised, or Completed, and a timeline showing what happened at each step. Details entered by the employee, manager, finance approver, and HR are held on the record, including cost, business need, approval decisions, and completion evidence once submitted. This gives staff a single place to review the history and current state of any request.

Who is involved in approving a training request?

The employee's manager is assigned a task to approve or reject the request first. If the cost exceeds $2,000, a finance team member is then assigned a task to approve or reject the budget before the training is authorised. Both approval tasks are assigned to workspace members, and the outcome of each is reflected in the record's status.

What happens if the manager rejects the training request?

If the manager rejects the request, the record's status is set to Rejected and the employee automatically receives an email explaining that their manager did not approve the training. The request does not proceed to finance approval or authorisation once this rejection has occurred. The rejection and the manager's decision are captured in the record's timeline.

How does the workflow decide whether finance approval is needed?

After manager approval, the workflow checks the cost entered on the request form. If the cost is over $2,000, the request is routed to a finance team member for budget approval; if it is $2,000 or less, the request proceeds directly to authorisation. This keeps lower-cost requests moving quickly while applying additional oversight to larger training spend.

What does HR need to do once training is authorised?

Once a request is authorised, HR is assigned a task with no due date to record the training completion date and upload certificate or other evidence once the training has taken place. The workflow waits for this task to be completed, so the completion date and evidence are saved on the record and the status is set to Completed. The employee then receives an email confirming that their training record has been updated.

How do we change this workflow to suit our organisation's process?

A workflow can be adjusted by describing the desired change in plain English or by editing its steps directly in the workflow editor, such as changing the cost threshold for finance approval or amending email wording. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed. This makes it possible to adapt the process over time without a separate development project.

Does the employee need an account to submit or track a training request?

No account is required; the employee submits their request through a public request form and receives updates and any forms by email. All communications, including acknowledgement, rejection, authorisation, and completion emails, are sent directly to the employee's email address provided on the form. This keeps the process accessible while all activity is still tracked on the underlying record.

Can this workflow be published and used immediately?

Yes, as a ready-to-use template a workspace can publish it in minutes and start running live training requests straight away, without an installation or development project. Workspace admins can then assign the manager, finance, and HR tasks to the appropriate team members as requests come in. Adjustments can be made later using plain English descriptions or the workflow editor as needs evolve.

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