Build Better Hiring Processes with Wamly’s Approval Engine

Hiring rarely starts with a job ad.

Most of the time, it starts much earlier.

It starts when a manager realises there is an important vacancy that needs to be filled. Then the request needs to be discussed, reviewed and approved.

Someone needs to confirm the project details.

Someone needs to check the department, cost centre, employment type and business reason.

Someone else may need to sign off before the role can go live.

And in many companies, that entire process happens outside the hiring system.

It happens in emails.
It happens in spreadsheets.
It happens in Slack or Teams messages.
It happens in meetings where decisions are made, but not always recorded clearly.

By the time the vacancy is ready to go live, the hiring process may already be carrying delays, confusion or missing context.

That is exactly what Wamly’s Job Request & Approval Engine was built to solve.

It brings job requests, approvals and key hiring decisions into Wamly, helping teams manage the process before recruitment even begins.

Because if hiring starts with a request, that request should have a clear place to live.

Why job requests and approvals matter

In a growing organisation, hiring decisions are rarely made by one person.

A new vacancy may need input from HR, Finance, department heads, leadership or other decision-makers. Before a project can move forward, the business needs to know:

Who requested the role?
What department or cost centre does it fall under?
Why is the role needed?
Who needs to approve it?
Has it been approved or rejected?
Is there a record of the decision?

When this process happens across different tools, it becomes harder to track.

One person may have the full context in an email thread. Another may have the latest version of the role details in a spreadsheet. Someone else may have approved the request in a meeting, but the decision was never logged properly.

For small teams, this might feel manageable for a while.

For bigger teams, it can quickly become a problem.

The more people, departments and approval layers involved, the more important it becomes to have a structured and trackable process.

That is where the Job Request and Approval Engine comes in.

What is the Wamly Job Request & Approval Engine?

Wamly’s Job Request & Approval Engine is a feature that helps teams manage the part of hiring that usually happens before a vacancy goes live.

It is built around two key parts:

1. Job Requests
A job request is the starting point. It allows a user to submit the details needed for a new vacancy, such as the project name, department, cost centre, employment type and other key information.

2. Approval Workflows
An approval workflow is the set of rules that decides who needs to approve the request, when approval is required and how many approvals are needed before the project can move forward.

Together, these two parts help teams move from “we need to hire” to “approved and ready to go” in a more structured way.

Instead of starting the process in scattered emails or messages, the request starts inside Wamly.

How the process works

The Job Request & Approval Engine is designed to make the approval process easier to follow from start to finish.

Here is the simple version.

First, an admin sets up the approval workflow.

This is where your organisation decides the rules for approval. The workflow can be built around things like departments, cost centres, salary ranges or other conditions that matter to your business.

For example, a workflow could be created so that every Sales vacancy needs approval from a specific manager. Another workflow could be set up so that roles above a certain salary range need Finance approval.

Once the workflow is created, Wamly knows when approval is needed and who the request should go to.

Next, a user submits a job request.

The requester fills in the role details and submits the request. If approval is required, Wamly routes the request to the correct approvers.

The approvers then review the request and either approve or reject it.

If the request is approved, the project can move forward. If it is rejected, the reason can be captured so the team knows what needs to be changed or reviewed.

The job request is saved as a draft until the required approvals are complete.

This means the vacancy does not move forward without the right sign-offs in place.

The roles involved

Every request moves through a series of steps, and each step involves a different role. With the right permissions in place, everyone knows what they need to do and when they need to do it.

The infographic below breaks down the four roles and how they work together throughout the approval process.

What approval workflows can include

Approval workflows can be designed to match the way your organisation makes decisions.

This is important because not every project needs the same approval process.

Some vacancies may only need one manager to sign off. Others may need approval from Finance, Legal, Compliance or senior leadership.

Inside the Approval Engine, workflows can include:

Conditions
Conditions decide when a workflow should apply. For example, approval may only be needed for a certain department, cost centre or salary range.

Approvers
Approvers are the people who need to review and approve the request. These can be specific named users, groups or dynamic approvers linked to permissions and roles.

Decision modes
Decision modes decide how many approvals are needed. A workflow could require all approvers to say yes, any one approver to approve, or a certain percentage of approval.

Fallbacks
Fallbacks help prevent the process from getting stuck if the system cannot find the right approver. A fallback can route the request to another person or role so the workflow can still move forward.

This gives teams more flexibility without forcing them to create a completely separate process for every department or situation.

Why the audit trail matters

One of the most important parts of the Approval Engine is the audit trail.

Approvals are not only about getting a yes or no.

They are about knowing what happened.

Wamly logs key actions such as workflow changes, requests created, approvals, rejections, comments and admin overrides. This gives teams a clearer record of who approved what, when it happened and why a decision was made.

That matters because hiring decisions often involve budget, planning, compliance and accountability.

When those decisions are made across disconnected tools, it can be difficult to find the full story later.

With the Approval Engine, the record lives in Wamly.

No more digging through old email threads.
No more relying on memory.
No more asking, “Did anyone approve this?”

The approval trail is there when you need it.

Why this is important for hiring teams

Hiring comes with more complexity.

There are more vacancies to manage, more departments involved, more people making decisions and more pressure to move quickly without losing control.

The Job Request & Approval Engine helps hiring teams bring more structure into that process.

It gives teams a clearer way to manage job requests before the recruitment process begins. It helps reduce scattered communication. It keeps approvals visible. It gives approvers the information they need to make a decision. And it gives the organisation a record of what happened.

Most importantly, it brings another important part of hiring into Wamly.

Because Wamly is not only here for the candidate-facing part of recruitment.

It is here to help teams manage more of the hiring journey in one place, from the first request to the final hire.

That is what we mean when we talk about closing the hiring loop.

Want to know more about Wamly’s Job Request & Approval Engine?
Read the full How-to-Guide

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