Approve transactions and requests on the desktop platform or from the Voly mobile app.
To approve any transactions, purchase requests or funding requests (Voly card loads) from the desktop platform, go to Approvals in the top navigation bar.
Approvals can be overridden if you have the correct approval limit. Eg. a captain can override a head of department’s approval.
In Approvals, the approval requests will be split by types:
Purchase requests (quotes)
Purchases (invoices, cash and non-Voly card transactions)
Funding requests (voly prepaid card load)
Any requests awaiting approval from someone else will also show
Voly Money payments to approve or execute (if applicable
Standard Approvals
There are two different formats for Approvals that can be requested during the Onboarding process or via your Client Relationship Manager.
These are; Standard or Advanced
Standard – This has transaction limits in place and can be edited by the Admin team at any time. You can decide which crew member has limits/access to approval requests mentioned on the previous page. With the standard approval process, the approval hierarchy is as follows Head of Department < Captain < Admin
• The Standard Approvals can be found under Setting > Crew Ranks > Permissions
• It will then take you to the users and you can specify to each user which permissions/limits they can have on the Platform
• In this example Captain can submit any purchase invoice up to 1000.0. Anything more than that will need Admin approval.
• This is the same for any limits in place. The user can approve up to the limit amount, anything greater than that will have to be approved by the admin team
Advanced Approvals
Advanced – This approval workflow is based on expenditure categories. This can only be set by the Voly team and gives Admins expenditure allocations. The Standard approval process will still be active alongside the Advanced approvals.
The Voly Team can also allocate Admin groups, allowing admins to approve specific expenditure categories. The technical admin team must approve transactions sent from the engineering department.
View Only – Users cannot view the transactions in their approvals
Can Approve - is based on user transaction limits, and if the user has the limits in place to approve any transaction they can do so. This is usually required after the Captain or HOD have approved a transaction and needs the admin to complete a final transaction check/approval.
Must Approve – This is based on Admin allocations for the expenditure categories and admin groups must be approved by the Admin team. This option does not apply to the crew users. Must approve applies to every transaction related to that category, regardless of the amount.
Please Note: This must be requested through your Client Relationship Manager or during the Onboarding process. Admins will not have access to change other Admin Approvals.
Users will not see the above screen on the Voly Platform, it is shown below to show which allocations can be assigned to the admins via the Voly Team.
Still have questions?
Send us a message through the chat icon in the web app, email us or keep looking through our Help Centre for more information.