Approval Workflows for smarter Qualification Management

Improve your Training Management with Smooth Approval Workflows

An efficient and flexible approval workflow system within an LMS saves time, simplifies processes, and ensures that training measures are smoothly planned and implemented. Our LMS offers a variety of options tailored to companies' needs for managing both internal and external training offerings.

Flexible Workflow Definition for Advanced Training Organizations

Efficient training management and targeted employee qualification are essential to remaining competitive in today’s dynamic business environment. Flexible approval workflows play a key role in this: they enable fast, precise, and transparent decisions about training initiatives and help ensure that educational measures can be implemented without unnecessary delays or administrative hurdles.

In companies with diverse training needs and varying budget responsibilities, approval workflows are crucial for clarifying accountability and streamlining processes for both internal and external training offerings.

Leaders and HR teams can define when approvals are needed—for example, for high-cost in-person courses or external educational programs. For digital learning modules or training on specific health and wellness topics, approval requirements can be simplified to make participation easier.

A modern approval workflow can also include absence policies, escalation procedures, and budget checks, ensuring that essential training measures are swiftly and seamlessly approved, even in complex organizations. Flexible approval workflows wihtin a Learning Management System (LMS) provide the transparency and control needed while also supporting strategic personnel development and cost management.

This allows training budgets to be utilized efficiently and effectively, maximizing the development of employee competencies.

Flexible Approval Workflows for Different Requirements

Budget Considerations in the Approval Process

Verification and Recognition of Externally Acquired Qualifications

Flexible Approval Workflows for Different Requirements

Whether it’s an internal training program or an external course, a modern LMS provides flexible approval options so that each training measure undergoes the appropriate review process and is optimally managed.

Approval Workflows for Internal Training Offers:

Approval-Free Access to Internal Training
Employees can easily access certain internal courses without additional approval, especially for low-threshold online offerings. This increases participation and fosters a culture of learning within the company.
Silent Approval by Supervisors
For certain training requests, supervisors can use "silent approval." After receiving a notification of the training request, they have a set timeframe to raise objections. If no response is given, the request is automatically approved—ideal for efficient and straightforward handling.
Simple Approval at a Click
For more costly or resource-intensive courses, supervisors can approve or deny participation with a single click, allowing for targeted and transparent budget management.

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Approval Workflows for External Courses & Training

For external courses, such as development programs from third-party providers, the LMS offers specialized approval processes. Employees can submit their training requests directly through the learning portal by completing a form with essential course details:

Detailed Course Information Submitted by Employees
Employees provide details on the course type, content, date, duration, price, and more in the application form. They can also upload a course description as a PDF or link to a URL with further information.
Automatic Forwarding and Review by Supervisors
Once submitted, the responsible supervisor or HR department is notified through the LMS and can review and approve the request directly in the system, keeping the process clear and efficient.
Multi-Level Approval for External Requests
For external programs that may require multiple levels of approval, the LMS allows for configurable multi-step workflows. For instance, it can be set up so that several decision-makers must review a request, or approval can be granted by at least one of several authorized people. This ensures that complex requests are properly reviewed and all relevant stakeholders are included.
Delegation Rules and Escalation for Absences
If the approving individual is absent, a delegate can be notified automatically. Should the responsible person not respond, the request escalates, and another individual in the approval chain is informed, preventing delays and ensuring timely handling of the request.

Budget Considerations in the Approval Process

A modern LMS supports supervisors with real-time training budget information directly integrated into the approval process.

Automatic Display of Budget Status
As soon as an approval request is submitted, the LMS automatically provides the current status of the relevant training budget. The supervisor instantly sees if the budget for the department, individual, or business unit has already been exhausted, allowing for a budget-conscious decision.
Reporting Tools for Budget Control
Beyond the automatic display within the approval process, the LMS offers a comprehensive reporting tool for supervisors to review the training budget and its usage at any time. This aids in planning future measures and ensures the budget is used effectively and sustainably.
Transparent and Trackable Budget Usage
Real-time budget information ensures transparent, well-documented training planning. This guarantees efficient resource use and well-informed training decisions.

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Verification and Recognition of Externally Acquired Qualifications

Upon successful completion of an external training program, employees can submit their newly acquired qualifications to the LMS for official recognition and documentation in the qualifications overview.

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Upload of Participation and Completion Certificates
Employees can upload proof such as participation certificates or completion documents directly in the LMS portal. These are saved to their profile and are accessible anytime.
Review and Confirmation by Supervisors or HR
The supervisor or HR representative receives a notification of the uploaded qualification proof. After reviewing and confirming the document, the qualification is officially recognized and added to the employee’s competencies.
Transparent Overview and Documentation
By seamlessly linking qualifications with training measures in the LMS, skill development remains transparent and accessible to all involved parties. Supervisors and HR teams can track employee progress and access team knowledge and competencies as needed.

Flexibility and Efficiency with Customizable Approval Workflows

With the comprehensive approval workflows of TCmanager^® LMS, managing internal and external training requests becomes simpler and more flexible. Transparent workflows and seamless qualification integration ensure that both employees’ and the organization’s training goals are optimally supported.