Approve Personal Information Changes

HR administrators and authorized HR specialists can approve changes that employees have made to their Personal Information in Työntekijöiden itsepalvelu. Approved changes flow into your Spectrum ERP system.

HR specialists must be assigned approval permissions to complete this task. HR admins assign approval permissions by company on the Permission Groups page.
Note: Currently, Spectrum rejects approvals that are sent when an employee record is in use within Spectrum or during payroll processing because that process locks system records in the ERP. As a best practice, work with your Payroll department regarding the timing of payroll processing. You can resend approvals that Spectrum has rejected. See Resend Approvals for details.
  1. Access the Approvals page in either of the following ways:

    • On the home page in Työntekijöiden itsepalvelu or Trimble Construction One, select a quick link from the Approvals section. This opens the Approvals page already filtered for the selected company and employees with pending approvals.

    • From the Personal Info Approvals page, filter by Approvals > Pending Approvals > Personal Information.

  2. On the Approvals page, select an employee name in the grid.

    The Employee Details page opens to the Personal & Employment Info tab. You will notice that a Pending indicator is showing on the sections where the employee has made a change.

  3. To view pending approvals, you can select either the Approvals tab on the left side of the Employee Details page, or select the Pending Approvals button in the upper right.

    • The Approvals tab on the left reflects the total number of approvals pending for this employee.

    • The Pending Approvals indicator in the upper right reflects the number of pending approvals in the selected area only (for example, Personal Info). You may need to review each tab to determine where the employee made changes.

  4. On the Approvals page, you will see a tile or tiles showing the number of pending changes to approve in that area (for example, Personal Info or Direct Deposit). Select the arrow on a tile to review changes.

  5. For direct deposit approvals, employees may have uploaded a copy of a voided check. If you are validating bank details entered in Työntekijöiden itsepalvelu against a voided check, use the following recommended workflow:
    Bank details match the voided check

    If an employee's voided check and bank account details match, approve the direct deposit update as usual (see step 6).

    Bank details do not match the voided check

    If the employee's voided check and bank account details do not match:

    1. Approve the direct deposit update as usual (see step 6). This allows the data to flow into Spectrum where you will make the necessary corrections. You can right-select on the check image in HR Management and select to save it for reference purposes.
    2. Open Spectrum, and manually correct the employee's bank account details using the bank information shown on the voided check.
  6. To approve a request, select the Approve button.

    When a change is approved, the Pending indicator on the Personal Information page is removed, and the page retains the updated information as entered by the employee. This same change is pushed to your Spectrum ERP system immediately. On the Approvals page, the count on the Sent to ERP indicator increases to indicate the new number of approvals waiting to be accepted in the ERP

  7. To deny a request, select the Deny button for that request.

    When a change is denied, the Pending indicator on the Personal Information page is removed, and the page reverts to the information as shown prior to the employee's edits. No changes are made in Spectrum.