Pre-Approver and Final Approver fields
Based on feedback and requests from a large number of schools, we have updated the 'Approver' fields in PlanCheckGo to distinguish between a Pre-Approver (the nominated person or people to receive notifications and respond when excursion proposals are submitted for pre-approval) and a Final Approver (the nominated person or people to receive notifications and respond when excursions are submitted for final approval).
Why we made this change
A number of schools shared feedback with us that in many cases different roles or individuals are responsible for the pre-approval of a proposal and the final approval of an excursion plan & risk assessment. Approvers were also getting unnecessary email notifications.
While PlanCheckGo has always supported different individuals clicking on the 'Pre-approve' and 'Approve' buttons, your feedback indicates that this wasn't always clear enough from a transparency or workflow and notifications perspective.
We have expanded the 'Approver' field to provide clear visual distinction and streamlined notifications between pre-approvers and final approvers.
When creating or editing an excursion, you will now see two fields (Pre-Approver and Final Approver) in addition to naming the excursion lead and an administrator.
The Pre-Approver(s) will receive an email notification only when the excursion is proposed for pre-approval (status changes to 'proposed' in PlanCheckGo).
They will then be able to approve, or indicate action required.
The Final Approver(s) will receive an email notification only when the excursion is submitted for final approval (status changes to 'submitted' in PlanCheckGo).
They will then be able to approve, decline, or indicate action required.
What if the same person is the pre-approver and final approver for my excursion?
You can enter the same name / email address in both fields.
This approver will then receive all approval email notifications and be able to pre-approve and approve the excursion just as before.
Does this work for multi-step pre-approvals or final approvals?
Yes - your PlanCheckGo site can be configured to support optional multi-step pre-approvals and/or final approvals. The workflow is the same as it was for multi-step pre-approvals previously - see here for more details. As a quick summary:
- If you add multiple emails in either the Pre-Approver or Final Approver field - all of these individuals will receive notifications when the excursion is submitted for pre-approval or final approval, and any one of these individuals can approve or decline the excursion.
- If you add multiple steps by using the 'Add Approval Step' button for either Pre-Approver or Final Approver fields - each of these individuals will need to pre-approve or approve the excursion one-by-one in sequence, and receive notifications only when the step prior to theirs has been completed
Do I need to create new roles for pre-approvers and final approvers?
No - please note that there are no changes to user roles or permissions required by this update - all users with the 'Approver' role in PlanCheckGo will be selectable in the drop-downs for both Pre-Approver and Final Approver, and will remain able to approve, reject, or request follow-up actions for both proposals and final excursion submissions.
For a quick reminder on populating PlanCheckGo drop-downs, see this article.
We have resolved the following issues in recent hotfixes:
- Resolved an issue where some PlanCheckGo/Operoo clients were unable to access the Operoo API to retrieve groups and medical conditions
- Resolved an issue where some PlanCheckGo/TASS clients were unable to access the TASS API to retrieve groups and medical conditions
Feedback and Support
Please use the in-app feedback and support icons or reach out to your CompliSpace Onboarding Coordinator or Consultant for any questions, suggestions or feedback on Safe Excursions.