Another supervisor or an administrator can handle your direct reports’ approvals while you are away. A substitution gives them permission for a set period without changing the employees’ supervisor.
Appoint a substitute
- Open My settings from the user menu and select Substitutions.
- Select Add substitution.
- Choose a Substitute. They must have an active account and a supervisor or administrator role.
- Enter the first and last days of the substitution in From and Until.
- Select Create to save.
The substitute does not need to accept the arrangement in the app. Agree the responsibilities with them beforehand.
What can the substitute handle?
Your direct reports’ pending approvals appear in the substitute’s own approval queue. They handle them in the same way as their own team’s approvals. You cannot limit a substitution to one employee or one type of item, such as expenses.
Permission applies from the start date through the end of the last day, using the organisation’s time zone. It also covers older entries still awaiting approval. See Approve working time.
If your substitute is also away, their own substitute does not automatically get permission to handle your team’s approvals. Appoint a new substitute for yourself instead.
When the substitution ends
The approval rights granted by the substitution end automatically after the last day. You do not need to remove the substitution. Decisions already made remain in effect.
To end a substitution you created early, select Remove and confirm. Permission ends immediately. Before removing it, make sure someone will handle any outstanding approvals.
Administrators can see all substitutions in the organisation on the same page and remove any of them.
If the substitute cannot see pending approvals
Check the dates, the substitute’s account status and role, and whether you are recorded as the employees’ supervisor. A supervisor cannot approve their own entries, even if those entries would otherwise fall within the substitution.
If the Substitutions tab is missing, ask an administrator to check your permissions.