Under Settings > Time off, you can configure the substitute arrangements individually for each time off type. You can find further information on configuring time off types here.

Neither access rights nor approval processes are transferred to the substitute.

Prerequisites for substitute requests

Depending on whether the substitute request is optional or required within a time off type, employees can or must specify a substitute in the time off request. Any of the employees who have viewing rights for the public profile can be selected here.

For example, if the All employees role has viewing rights for All public profiles, then employees can select anyone in the workforce as a substitute.

Additionally, you can only select employees who are not absent themselves. This does not apply to time off that fall under the category Home office. 

Make a substitute request

If a substitute is required, they can be selected directly in the time off request. The time off request can then be directly accepted or rejected by the substitute on their home screen.

If an approval process has been defined for the corresponding time off type, the substitute must first accept the request to trigger the defined approval process. Find out here how to define approval processes for individual time off types.

How substitution periods appear in the Time off Calendar

In the Time off Calendar, the employee on leave shows both the approved time off and the substitute.

The substitute's Time off Calendar also shows the substitution period in gray.