Kissflow/Access Requests can only be submitted by Supervisors. If you do not have access to Kissflow or this form, please request submissions from your Supervisor.

Access Request Link: https://hhm.kissflow.com/view/process/Hotel_Effectiveness_Access_Request/form

1. Overview

This solution manages requests for employee access to the Hotel Effectiveness application. It automates the process of gathering employee details, defining specific access permissions, and routing the request through a multi-level approval chain involving IT Support, Supervisors, General Managers (GM), and Regional Vice Presidents/Area Vice Presidents (RVP/AVP) before the account is created by an administrator.

2. Glossary

3. Detailed explanation

This solution uses a form to capture access request details and a workflow to manage approvals and account creation. It includes an integration to update user data in another system upon completion.

Form

The form is organized into several sections to collect all necessary information for the access request.

• Employee (Section)

• This section captures the basic details of the employee for whom access is being requested.

• Required fields: Hotel Effectiveness Access Request - Select Employee

• Computed fields: First Name, Last Name, Email Address, Job Title, Location, Supervisor

• Access Management (Section)

• This section is used to define the specific permissions the employee will have within the Hotel Effectiveness application.

• Required fields: Which departments can the user access in Labor Management?

• IT Support - Select Supervisor Kissflow Account (Section)

• This section is used by the IT Support team to assign the request to the correct supervisor if needed. This section is conditionally visible.

• GM - Approval (Section)

• This section is for the General Manager to provide their approval.

• RVP/AVP - Approval (Section)

• This section is for the Regional or Area Vice President to provide their approval.

• Admin - Account Creation (Section)

• This section is used by the administrator to confirm that the account has been created.

• IT Administrators (Section)

• This section contains administrative fields visible only to IT.

Workflow

The workflow begins when a new access request is submitted. The request then moves through a series of steps for review, approval, and fulfillment.

1. Start

An employee initiates the process by filling out the access request form and submitting it.

• Assignee: The person who starts the request.

• Section permissions:

• Hidden: GM - Approval, RVP/AVP - Approval, Admin - Account Creation, IT Support - Select Supervisor Kissflow Account, IT Administrators

2. Goto-Admin - Create Account

This is an automated step that checks conditions to see if the request can skip the standard approval process.

• Conditional execution: The workflow will jump directly to step 7 (Admin - Create Account) if the submitter's email is "daniel.mcmann@hhmhotels.com" OR if the property's Location Type is not "Hotel".

3. IT Support - Fix Issues

The request is sent to the IT Support team for review.

• Conditional execution: This step is triggered only if the field IT Assign Step to IT for Assistance is set to "Yes".

• Assignee: IT Support - Fix Issues (Group)

• Section permissions:

• Editable: IT Support - Select Supervisor Kissflow Account

• Hidden: GM - Approval, RVP/AVP - Approval, Admin - Account Creation, IT Administrators, Hidden Section

4. Supervisor - Select Permissions

The request is assigned to the employee's supervisor to define the required access levels.

• Conditional execution: This step occurs if the field Request Submitted via New User Form is true.

• Assignee: The user selected in the Supervisor Kissflow Account field.

• Section permissions:

• Editable: Access Management

• Hidden: IT Support - Select Supervisor Kissflow Account, IT Administrators, Admin - Account Creation, RVP/AVP - Approval, GM - Approval

5. GM - Approval

The request is sent to the General Manager for approval.

• Conditional execution: This step is triggered if the submitter is not the GM (based on the field Is the Submitter also the GM being "No, Assign to GM") AND the submitter is not the RVP/AVP.

• Assignee: The user selected in the GM Kissflow Account field.

• Section permissions:

• Editable: GM - Approval

• Hidden: RVP/AVP - Approval, Admin - Account Creation, IT Support - Select Supervisor Kissflow Account, IT Administrators

• Button permissions:

• Hidden: Reassign

6. RVP/AVP - Approval

The request is sent to the RVP or AVP for final approval.

• Conditional execution: This step is triggered if the submitter is not the RVP/AVP (based on the field Is the Submitter also the RVPAVP being "No, Assign to RVP/AVP").

• Assignee: The user selected in the RVP/AVP Kissflow Account field.

• Section permissions:

• Editable: RVP/AVP - Approval

• Hidden: GM - Approval, Admin - Account Creation, IT Support - Select Supervisor Kissflow Account, IT Administrators

• Button permissions:

• Hidden: Reassign

7. Admin - Create Account

After all approvals are secured, the request is assigned to the administrator to create the user account.

• Assignee: Daniel Mcmann

• Section permissions:

• Editable: Admin - Account Creation

• Hidden: GM - Approval, RVP/AVP - Approval, IT Support - Select Supervisor Kissflow Account, IT Administrators

• Button permissions:

• Hidden: Reassign

8. Completed

The workflow is complete.

• Integrations:

• Access Request - Update UserData - Hotel Effectiveness integration is automatically triggered when an item completes its workflow.

4. Summary

This solution automates the end-to-end process for requesting and approving access to the Hotel Effectiveness application. A request is initiated, routed through a conditional approval workflow involving supervisors and executives, and finally sent to an administrator for account creation.

• A user starts the process by submitting a form with the employee's details.

• The workflow can automatically skip to the final step for certain users or property types.

• If needed, the request is first sent to IT Support for review and assignment.

• The employee's supervisor then reviews the request and defines specific access permissions.

• The request is conditionally routed to a General Manager for approval.

• Following GM approval, the request may be sent to an RVP or AVP for final approval.

• Once all approvals are obtained, the request is assigned to an administrator.

• The administrator creates the user account in the Hotel Effectiveness application.

• Upon completion, an integration automatically runs to update user data in a connected system.

• Throughout the process, specific form sections are hidden or made editable to ensure users only see and modify relevant information at each step.

5. FAQ

Q: Who approves the access request? A: The request is approved by the employee's Supervisor, General Manager (GM), and potentially a Regional/Area Vice President (RVP/AVP), depending on the request details.

Q: What happens after I submit the request? A: After you submit the request, it is sent to the employee's supervisor to define permissions. It then follows an approval path before being assigned to an administrator who will create the account.

Q: Can I see the status of my request? A: Yes, you can track the request as it moves through the different steps of the workflow, from submission to completion.

Q: Does every request go through all the approval steps? A: No. The workflow has built-in conditions. For example, requests from certain users or for non-hotel properties may skip the standard approvals and go directly to the account creation step.