Staffing-Process - decidalo

● Staffing Process

From Resource Request to Assignment –
End-to-End and Transparent

From resource request to confirmed booking – always transparent about where a request stands, who is responsible, and where approvals are pending.

WHY WORKFLOWS?

Full Transparency Across the Entire Booking Process

Who raised the resource request? Has someone been found already? Who still needs to approve? decídalo answers these questions at a glance.

Request Status Always Visible

All stakeholders can instantly see where a request stands – whether open, in progress, or confirmed.
Clear Responsibilities

Requestors, resource managers, and team leads always know when it’s their turn – no email follow-ups needed.
Traceable Approvals

Every approval step is documented. Pending approvals are immediately visible – nothing falls through the cracks.
Automatic Notifications

Whenever a status changes, the responsible people are automatically notified by email.

THE PROCESS

From Resource Request to Confirmed Booking

The workflow maps the typical staffing process: raise a resource request, find the right person, book, and approve – with configurable approval stages.

1

Create Resource Request & Assign Business Unit

The requestor – sales or project manager – creates a resource request in decídalo and assigns the responsible business unit. This clearly defines which team should handle the request.

Requestor

2

Resource Manager Is Automatically Notified

The responsible resource manager automatically receives an email and can use decídalo’s intelligent search to find matching candidates – based on skills, availability, and other criteria.

Automatic

3

Suggest or Book Directly

The resource manager has two options: create a suggestion when they want to check back first, or book directly when the match is clear. Either way, the status remains visible to everyone.

Res. Manager

4

Reservation Triggers the Approval Workflow

Once a booking is set to Reserved, the approval workflow starts. All configured approvers – team lead, project manager, or both – are notified simultaneously and asked to approve.

Configurable

5

decídalo Cleans Up Automatically

Once all approvers have confirmed, decídalo automatically sets the booking to Confirmed and the resource request to Done. No manual follow-up needed – the full history remains traceable at all times.

Automatic

ROLES & RESPONSIBILITIES

Who Does What in the Workflow?

Each role has clearly defined tasks and permissions. decídalo ensures that no one can skip a step.

Requestor

Creates the resource request, defines requirements (skills, timeframe, scope), and assigns the responsible business unit.

Resource Manager

Gets notified automatically, searches for matching candidates in decídalo, and can create a suggestion or book directly.

Team Lead

Gives final approval or rejects bookings. Sees which team members are being requested for assignments.

TRANSPARENCY

Always Know Where Things Stand

Resource requests and bookings have separate status flows. decídalo links them automatically – once all bookings are confirmed, the request is closed.

Resource Request

 Open Request raised, RM notified
Done Person found and assigned
Withdrawn Request was cancelled

Booking

 Soft Promising candidate proposed
Reserved Triggers approval workflow
Confirmed All approvals granted
All bookings confirmed? → decídalo automatically sets the resource request to Done.

BENEFITS

Why Structured Booking Workflows?

decídalo replaces unstructured email chains with a clear, documented process.

Find the Right Person Faster

Resource managers search by skills, availability, and other criteria – directly in the context of the resource request.

No Booking Without Approval

Configurable approval stages ensure that team leads and project managers are involved when needed.

Audit-Proof & Documented

Every step, every decision, and every approval is documented and traceable at any time.

No More Email Ping-Pong

Automatic notifications and tasks replace manual follow-ups and unstructured communication.

FREQUENTLY ASKED QUESTIONS

FAQ About Booking Workflows

Who creates the resource request – sales or the project manager?

Both can. Any requestor – whether from sales or project management – can create resource requests in decídalo. The key is assigning the responsible business unit – this ensures the request is automatically routed to the right resource manager.

Does the team lead always have to approve?

No. Approval stages are configurable. In some organisations, the resource manager’s booking is sufficient. In others, the team lead, the project manager, or both must additionally approve. decídalo adapts to your process.

What is the difference between a suggestion and a booking?

A suggestion makes a candidate visible without creating a binding booking – ideal when the resource manager wants to check back first. When booking directly, capacity is immediately reserved and the approval process starts.

How do I find out where an approval is stuck?

Every resource request shows its current status and pending approvals. You can see at a glance whether the team lead hasn’t responded yet or the project manager still needs to confirm. Reminders can be sent automatically.

Is the resource manager notified automatically?

Yes. As soon as a resource request is created and the business unit is assigned, the responsible resource manager automatically receives an email. They can then search for matching candidates directly in decídalo.

Resource Planning, Holistically Designed

Discover how decídalo combines workflows with skill management, capacity planning, and project matching.

 Contact decídalo