Workflow approvals are essential for operational control, but they can become bottlenecks when approvers are unavailable or responsibilities change. A well-configured Yardi workflow system handles these scenarios gracefully, maintaining control while keeping operations moving.
The Challenge
Property management operations depend on timely approvals for invoices, purchase orders, lease changes, and dozens of other transactions. When the designated approver is on vacation, in meetings, or has left the company, work can grind to a halt.
Common problems we see include:
- Invoices sitting unapproved because the approver is out of office
- Emergency purchases delayed waiting for unavailable managers
- Confusion about who should approve when responsibilities change
- Workflows breaking when employees leave
Configuring for Flexibility
Delegation and Backup Approvers
Yardi supports configuring backup approvers who can step in when primary approvers are unavailable. Set these up in advance rather than scrambling during an absence.
Approval Thresholds
Different approval levels for different amounts help distribute the workload. Low-value transactions can be approved at lower levels, reserving senior approval for significant decisions.
Time-Based Escalation
Configure workflows to escalate automatically when items sit too long without approval. This prevents bottlenecks while maintaining the approval hierarchy.
Out-of-Office Planning
Before any approver takes extended time off, ensure backup delegation is active and the substitute knows what to expect. A few minutes of preparation prevents days of delays.
Managing Employee Changes
When employees change roles or leave the organization, workflow updates are often overlooked. A checklist approach helps:
Role Changes
- Review all workflows where the employee appears
- Update approval assignments to reflect new responsibilities
- Ensure the old role's workflows are reassigned
- Test critical workflows after changes
Employee Departures
- Identify all workflows involving the departing employee
- Reassign approval responsibilities before departure
- Handle any pending approvals before access is removed
- Document the workflow changes made
Best Practices
- Document your workflows: Maintain clear documentation of who approves what and why
- Regular reviews: Quarterly workflow audits catch outdated assignments
- Role-based assignments: Assign approvals to roles, not individuals, when possible
- Reasonable thresholds: Approval limits should match actual responsibility levels
- Mobile access: Ensure approvers can act from anywhere
"The best workflow configuration is one you never notice—approvals happen smoothly, coverage works seamlessly, and operations continue uninterrupted."
Getting Help
If your Yardi workflows are causing bottlenecks or breaking when staff changes occur, we can help. Our team can audit your current workflow configuration, identify vulnerabilities, and implement improvements that keep operations flowing smoothly.