With the new substitute regulation, working time types can be configured in such a way that a substitute must be selected before submitting an application. This ensures that a substitute is arranged during the absence.
This means that before a request can be submitted, colleagues agree on who will be the substitute. This person is then entered directly in the request.
The selected substitute is visible to other users both in the Absence Calendar and on the Presence Board. Users also receive a warning when creating their own absences if the period overlaps with an existing substitute.
This rule can be used for all day-based working time types, i.e. for both attendance and absence times, which can be entered directly by user or by request.
1. Activate substitute feature per working time type
2. Setting for substitute selection (Enterprise Plan or Advanced Permissions)
5. Warnings in case of absent substitute
1. Activate substitute feature per working time type
The substitute feature can be activated for full- or halfday working time types (attendances or absences) that can either be entered by user or by request.
To do this, go to “Administration/Working time types” and edit existing types or create a new one. You can find detailed instructions here. You will now find the option to activate the requirement for a substitution. This means that a user must be selected as a substitute when the entry is created.
2. Setting for substitute selection (Enterprise Plan or Advanced Permissions)
If you are using the Enterprise plan or have activated Advanced Permissions, you also have the option of making settings for selecting the substitute. You can either allow the substitute to be selected from all users or restrict the selection to the respective team.
To do this, go to “Administration/Settings/Working Time” and scroll to “Absence Requests”. Here you can make the setting for the substitution selection.
Confirm the setting by finally clicking on "Save".
3. Create Entry
As soon as a working time type is selected that requires a substitute, a colleague must be selected before the entry can be completed.
If a request has been created, the substitution is now displayed in the request details.
4. Visibility of Substitutes
4.1. Visibility for colleagues
Depending on the settings of the absence calendar, colleagues can see who has been entered as a substitute.
The substitute is also shown in the Presence Board.
4.2 Visibility for Substitutes
The substitute also sees an entry in their absence calendar for the period of the substitution.
5. Warnings in case of absent substitute
To make resource planning and coordination easier, there are certain warnings regarding the availability of colleagues. However, entrys can still be made.
Case 1: Substitute wants to enter an absence
If the substitute wants to enter a half- or fullday booking in the same period in which they are already scheduled as a substitute, they will receive the following message when creating the booking: "You already substitute xy in the selected period!"
Case 2: Absent substitute is selected
If a substitute is selected who has already entered a half- or fullday booking in the period, a message also appears: "xy has already requested an absence from dd.mm.yyyy to dd.mm.yyyy."
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