Pre-Approve or Reject a Request (ACM Before October 2024)

This article applies to clients with an Academies and Content Marketplace (ACM) license prior to the October 2024 Major Product Release. If you are unsure if this applies to your organization, please contact your CX Representative.

Pre-Approval and Reimbursement Requests

To be eligible for Reimbursement, users will request two rounds of approval from their Manager an/or an Admin, depending on configuration. First, Users will find the Program or Resource they want to purchase and request pre-approval for their purchase. Once users are pre-approved, they'll make their purchase. After their purchase is made, they'll request a second approval for Reimbursement. Upon approval for Reimbursement, Users will be reimbursed for their purchase. Users can make multiple request for Reimbursement against a single pre-approved Program or Resource.

Manager and Admin Approvals

Some companies choose to enable a two-step approval process which requires requests to be approved by both a Manager and an Admin. When a request is made, it is sent to the manager where it's either approved or denied. If the request is denied, no further action is taken. If the request is approved, it's then sent to an Admin where it's either approved a second time or denied.

Admins are able to override requests that are awaiting Manager approval. When an Admin overrides a Manager decision, they automatically advance the request to the Admin approval stage. Admins cannot reverse or change Manager decisions. If a Manager rejects a request, for example, an Admin cannot override this decision to approve the request.

To Approve or Reject a Request

Managers have the ability to approve or reject User requests for Marketplace Programs and Resources. To begin making decisions, select Approvals from the main navigation menu.

1. If Manager email notifications are turned on, Managers will automatically receive an email notification when a User makes a new pre-approval request. Open the email and click View Request to either approve or reject the request in the platform.
2. Upon your approval or rejection, and depending on an Admin’s email notification configuration, Admins will also receive an email notification prompting them to either approve or reject the request.
3. To view all requests in the app, select Approvals from the menu on the left.
4. Select Programs from the Approvals dropdown menu on the left to see all program requests. You can also click Requests, Approved, or Rejected from the top menu to filter requests by status.
5. Use the search bar to find a specific User’s approvals or filter by Provider, Program Name, User Name, Estimated Cost, Date, Reason, or Cost Center. Scroll left or right to see all available filters.
6. To see more information about a request, or to leave a note regarding your decision, click View Details.
7. Click Decline or Approve at the bottom of the pop-up window to make a decision or click the X in the upper right corner to close the window.
8. To approve or reject a request, make a selection on the right of the page, under the column labeled Reject/Approve by selecting either the X or the check mark (✅). Note that the request type will be listed as "Reimbursements Pre-Approval."

Managers and admins can override cost centers by clicking on the current cost center and either typing in a cost center name or choosing a different one from the drop down menu.