How-to
How to approve leave and expense claims on WhatsApp
Short answer
In flowwork.ai, an admin turns WhatsApp on for the company in Privacy & channels, and each manager connects their own number from My profile with a one-time code. From then on, a leave request or expense claim waiting for them arrives on WhatsApp with Approve and Reject buttons. Approve asks once more before it goes, Reject asks for the reason, and the decision is made as the manager, with the same permissions they have in the app. Reply STOP to stop the messages.
1. Turn WhatsApp on for the company
- Sign in as an admin who can manage channel policy and open Privacy & channels.
- Switch WhatsApp on. People in the company get an invite to connect their number.
- Check that Approve on WhatsApp shows as ready, so approvals can be made as the person from the chat.
WhatsApp is optional. If the company leaves it off, nothing is sent to WhatsApp and everything keeps working in the web and mobile apps.
2. Each manager connects their own number
- Open My profile and find the WhatsApp section (or use the invite on the home screen).
- Enter your WhatsApp number. A code arrives on WhatsApp; type it in to connect.
- Choose which notifications you want on WhatsApp in the notification settings.
Nobody can connect a number for someone else. HR can invite and remind people, but connecting is each person's choice.
3. Approve or reject from the message
- Leave requests (from FlowPeople) and expense claims (from FlowExpense) waiting for you arrive with Approve and Reject buttons.
- Tap Approve and confirm once more; the request is approved as you.
- Tap Reject and type the reason; it goes back to the employee with your reason, as it would from the app.
- Employees get updates on their own requests on WhatsApp too, if they connected.
What stays private
- Every action is made as the person who taps the button, with their own permissions in flowwork. WhatsApp gives no one extra access.
- For pay, tax and review ratings, WhatsApp only says that something is ready; the details stay in flowwork behind sign-in.
- Reply STOP at any time to stop WhatsApp messages, and START to turn them back on.
- Messages go through Meta's WhatsApp Business Platform. The privacy policy says what is shared, how long it is kept and how to delete it.
Frequently asked questions
Can a manager approve leave on WhatsApp without opening the HRMS?
Yes, in flowwork.ai. Once the company turns WhatsApp on and the manager connects their number, leave requests and expense claims waiting for them arrive with Approve and Reject buttons, and the decision is made as the manager after one confirmation.
Is it safe to approve from WhatsApp?
The approval is made as the person who taps the button, with the same permissions they have in the app, and only after they confirm. Pay, tax and ratings details are never sent on WhatsApp; the message only says they are ready.
Do employees have to use WhatsApp?
No. It is optional for the company and for each person, and anyone can reply STOP to stop the messages. The web and mobile apps work the same either way.
Sources
- flowwork.ai privacy policy: WhatsApp section (checked 30 October 2026)
- flowwork.ai WhatsApp Assistant (checked 30 October 2026)
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