If you're a Learning Budget Owner - you can Approve/Reject requests for learning resources whether books, workshops or wellness courses.
Note✨ : To enhance loading times across your organisation's learning space - giving you a greater user experience - we have removed the sorting option on a select few columns.
From your Tasks page:
Head to your Dashboard > Tasks > Learning Requests page:
You can either click on the three dots next to a User and click View to Approve or Reject on the pop-up or you can select multiple requests and click on the tick or cross to Approve or Reject:
Note✨ : If a User has added an Additional Note, this will be visible on the pop-up, in it's entirety (maximum of 300 characters).
From your Budget page:
Alternatively, you can head to your Dashboard and select Budget > Requests.
You can either click on the three dots next to a User and click View to Approve or Reject on the pop-up or you can select multiple requests and click on the tick or cross to Approve or Reject:
Note✨ : Only Budget Owners will be able to Approve or Reject Learning Requests for a Budget.
Admins cannot approve a Learning Request if they are not a Budget Owner and a Budget Owner cannot approve their own Learning Request.
Budget Owners can still edit a Budget, even if a request has been submitted. If your Users have requested learning that's higher than the decreased amount, their budget will be set to £0, after you approve said request. For example...
Budget per User = £100
User A sends a request for £50
Budget Owner then decreases budget to £40
Budget Owner approves User A's request
User A's Budget = £0
Remember❗ : As a Budget Owner it's important to remember that editing the amount, represents the total amount you want all Users to have, for that Budget. It's not a top-up of the budget, but rather the new total that still takes into account, any balance previously spent.
For example:
Marketing Budget is £50
User A spends their entire balance (now has £0 remaining)
Your organisation now allows for an additional £200 towards the Budget (so £250 for all Users assigned)
So, the Budget Owner updates the Marketing Budget, from £50 to £250 (the original £50, plus the additional £200, to get the new total)
User A now has a Remaining Balance of £200
Their remaining balance is £200 because, the User had already spent £50 of the absolute Budget.
The Budget Owner must put the amount that they want the total budget to be, not by how much they're topping up.
If the User requesting the learning, hasn't spent their entire balance, and still has some remaining, at the time the Budget Owner has edited the amount, then the following will show for the User:
Sales Budget is £500
User B spends £100 (has £400 remaining)
Budget Owner edits the amount, from £500 to £1000 (an addition of £500)
User B now has £900 remaining (the difference has been added)
Note✨: It's also important to remember that a Budget renews Monthly, Quarterly or Annually, but the User sends a request just days before its renewal: The cost of the learning will still be deducted from the renewed Budget amount, as the previous date no longer exists.
For example...
Wellbeing Budget renews annually on 1 January 2025
Fey requests learning on 28 December 2024
The Budget Owner only approves it on 3 January
The cost will be deducted from the 2025 budget amount - the remaining 2024 budget isn't carried over.
Watch our walk-through video below.
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