What Needs to Be Considered When an Approving Employee Is on Leave?

When an approving employee is taking leave, their approval right is not automatically transferred to another person (e.g. their substitute). 

When an approver is on leave, there is a risk that an approval request will not be processed. 


Our Recommendation

Unfortunately, Personio is not yet able to offer an optimal system solution to this problem. A common and therefore recommended solution is that employees who are involved as individuals in an approval process consult with their team prior to going on leave and ensure that the absence planning for the next few weeks has already been completed. Experience has shown that it makes sense to communicate that requests submitted late may only be processed once the approver has returned. 

This risk does not concern approval steps for which the approving instance is an employee role, provided that this role has been assigned to more than one person.


Emergency Solution: The Administrator as Approver 

If in urgent cases that approval must be given, the administrator (or an employee with editing rights for the absence type in question) can act as the approver. However, we recommend that you only use this option as a temporary solution for urgent cases to prevent the disruption of internal team workflows, arrangements and responsibilities.


To give substitute approval as administrator, begin by navigating in your dashboard to the area All approvals > X Requests need your approval. Here, you will find an overview of all open approvals. Select the employee whose request is to be approved. In the respective Employee profile, go to the Absence tab and click on the leave request. You can now confirm the request with a click on the green check mark or, if applicable, decline it using the red cross.

For further information on approval processes, see this article.

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