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For organization administrators on Toku. Last updated October 30, 2026.

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Approving time off and expenses in Toku takes two things: a reporting line that says who a person's manager is, and an Approver role that lets that manager act. You manage both from one place — the approver table in Team & Permissions — and this article walks through granting the role, assigning direct reports, and undoing either.

Before you start

• You need administrator access to a Toku Employment (HRIS) organization, and your own Team & Permissions access must be set to Full Access. An administrator whose Team & Permissions access is View Only can open the page and read it, but cannot grant the Approver role or change reporting lines.
• An approver sees the requests of everyone below them — direct reports and, further down, their reports too — so decide who should have that visibility.
• Your own row never appears in the table: you can't grant yourself the role or make yourself someone's report here. Your fellow administrators do appear — they already approve within their own access scope, so you can give them direct reports here and change that scope under Manage permissions.

Find people in the approver table

Go to Team & Permissions and select the Approvers tab, next to Admins. The table has two tabs: Approvers, for people who already hold the role, and All eligible, for everyone who could hold it, including those who already do. A search box matches names and email addresses across your whole organization, not just the rows on screen. Each row shows the person's department, how many direct reports they have, their status, and an action icon. Add Approver, at the top right, jumps to All eligible with the search cleared, which is the quickest way to grant the role to someone new.

The approver table on the All eligible tab: search, department, direct-report counts, status, and the Make Approver icon on each row. Add Approver, top right, jumps here with the search cleared.

A warning icon in the Direct reports column means the person has nobody reporting to them yet — you can still make them an approver, but they'd have nothing to review.

Make someone an approver

1. On the All eligible tab, find the person and select the Make Approver icon (a person with a tick) in the Actions column.

2. If they have no direct reports, Toku checks first: a dialog explains they would have nothing to review, and you can Cancel or select Make approver anyway.

   

   The confirmation dialog shown when making someone with no direct reports an approver.

You can tell it worked without waiting for the toast: the row now carries an Approver badge, its action changes to the Remove icon, and the person appears under the Approvers tab.

The granted row on the Approvers tab with its Approver badge, direct-report count, and Remove icon. Fellow admins are listed here too, marked Admin.

To take the role away later, select the Remove icon on their row. The row reverts and the Approvers tab count drops.

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Every grant and removal is recorded on that person's Activity tab, including which administrator made the change — useful when you're asked "who made them an approver?" months later.

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Set who reports to them

1. Select Manage reports (N) on any row — it's available on both tabs, whether or not the person is an approver yet.

2. The panel lists their current direct reports, with a Remove icon next to each. Reports who are no longer active are flagged rather than hidden.

3. Under Add direct reports, search by name or email (type at least two characters) and select as many people as you need — they collect as a list before you save. Where someone already has a manager, the entry says so, so you can see you're about to move them.

   

   The Manage direct reports panel, with people selected and one more found by search.

4. Check the Effective Date (today by default; a later date applies the change on that day), then select Save changes.