How can Administrators manage Substitutes? (Xero)
When Approvers are on holiday, either the Administrator or the Approvers themselves have the option to assign a Substitute to handle approval requests on their behalf. By setting a Substitute, all approval requests that would ordinarily be sent to the absent Approvers will instead be routed to their Substitutes. The "Substitute" window allow to specify a start date, indicating when the substitution will become active. During the substitution period, the Substitutes will receive and handle the approval requests, ensuring a smooth workflow and continuity even when Approvers are away.
This is how an Administrator can set up a Substitute for an Approver:
- Go to the main menu, select your Organisation and open the Users page under Workflows and settings section:
- Hover over the Approver’s name and click on "Select a Substitute":
- In the next pop-up window click on "Select a Substitute":
- Then "Choose a person" and set the substitution period:
- When the Substitute and substitution period have been set, click on DONE to save your changes:
Please note: specifying a substitution period is optional; if set, it includes both the start and end date.
Once a Substitute has been set, the original Approver won't be notified about pending approvals. The specified Substitute will receive all incoming approval requests intended for this particular Approver while he/she is absent. If the Substitute is removed before he/she has authorised all Bills waiting for approval, the original Approver will receive a notification about all the requests still pending their approval.
Please note: the Substitute won't see requests approved by the original Approver.
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