Managing representatives in absentify allows you to define who will take over the duties of an employee during an absence.

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Management of representatives per employee

Administrators manage representatives in the Representative tab in the employee’s profile.

1

Open user profile

Go to Settings → Users → select the employee → open the Representative tab.

2

Add representatives

Add one or more representatives who will cover for the employee during absences where a representative is required. You can define the order of representatives here.

3

Select approval process

Choose how representatives are contacted for approval:

  • Linear: Representatives are contacted one after the other in the defined order.
  • Parallel: Representatives are contacted at the same time.
4

Set number of required representatives

Define how many representatives must approve the request before it is forwarded to the approver. One or multiple representatives can be assigned.

5

Allow change of order (optional)

Enable this option to allow the employee to change the order of representatives during the request process.
If disabled, the contact order remains as defined in the profile.

6

Allow employee to choose representative (optional)

Enable this option to allow the employee to add or remove representatives when submitting an absence request.

If fewer representatives are available during the requested absence period than the defined minimum, the absence request cannot be submitted – unless an administrator submits the request on behalf of the user and overrides this restriction.

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Selection of representatives during the absence request process

The selection and validation of representatives occurs during the creation of the absence request.

The administrator can define per leave type whether a representative is required or optional. See Representative requirement in leave type settings for full details.

When an employee selects a leave type that requires a representative:

  • The predefined representatives from the employee’s profile will appear in the request form.
  • If allowed, the employee can override the default selection.
  • Representatives will receive a request to approve their assignment.
  • Only after the required number of representatives approve the assignment will the request be forwarded to the approver.

If multiple representatives are assigned:

  • If all representatives must approve and any representative is already absent during the requested period, the request cannot be submitted.
  • If not all representatives must approve, any representative who is absent will be automatically declined.

An absence request is forwarded to the approvers only after a representative has approved their assignment.

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Restrictions for representatives

A representative cannot request their own absence during a period where they are assigned as a representative. If they attempt to do so, the request will be denied.

However, if an administrator submits the request on behalf of the representative, they will see a warning and may choose to override this restriction.