A substitution brings your direct reports’ items into another supervisor’s approval queue for the period you choose.
Substitutions is not in the main menu. It is one of the tabs in the My settings hub, and it is shown only to supervisors and administrators.
Set a substitute
- Open My settings from your user menu (behind the avatar) and choose the Substitutions tab.
- Press Add substitution.
- Choose the Substitute. They have to be a supervisor or an administrator – just like you.
- Set From and Until.
Nothing else is needed, and the substitute does not have to do anything. The items appear automatically in their own approval queue while the substitution is in force. Validity is calculated in the organisation’s time zone.
What a substitution covers
The scope of a substitution is your direct reports. It cannot be narrowed further: you cannot give the substitute only expenses, say, or only one person. The substitute handles the items in their own queue just like their own – see Approve working time.
A substitution applies only between the From and Until dates. After that, your reports’ items no longer reach the substitute, and you do not need to end the substitution separately.
A substitution does not chain. If your substitute sets a substitute of their own, your reports do not move on to them.
What an administrator sees
Every supervisor sets a substitute for themselves. An administrator sees the whole organisation’s substitutions on the same page and can end any of them.
If something goes wrong
You cannot find the Substitutions tab. It is not in the main menu but in the My settings hub, and it is shown only to supervisors and administrators.
The person you chose cannot be set as a substitute. Both parties have to be supervisors or administrators. An employee or the payroll role cannot be set as a substitute.
The substitute does not see the items in their queue. First check From and Until: validity is calculated in the organisation’s time zone, not on the substitute’s own clock. Then check whether the items really come from your direct reports – others do not move.
Your substitute was away themselves and set a substitute. Your reports do not move on, because a substitution does not chain. Set yourself a new substitute.