This article explains how to set up a substitute for your invoice approvals in Candis, so that approvals are forwarded automatically while you're absent.
Setting up an absence
In Candis, all approvers and administrators set up a substitute for the period of their absence. This enables Candis to forward approvals automatically during the absence.
Click your name in the bottom left corner and select My profile.
Enter the absence period, select your substitute, and leave a short note if you'd like to provide further information. Click Save to confirm your absence setting.
Tip: If a team member falls ill spontaneously or forgets to set up a substitute, an admin can do this for them. Select the team member in the settings and enter the absence.
Note: If the start date is in the past or begins on the same day, the substitute immediately gets access to the absent person's open approvals.
Tip: To make it easier for the substitute to approve recurring invoices, mention them in a comment on a few older invoices that have already been approved.
What happens during the absence
When an absence with a substitute begins, the following happens:
Candis informs the substitute by email that they are substituting for the absent person during the absence period.
The substitute gets access to the absent person's open approvals and starts receiving the daily reminder emails as well. The absent person continues to receive these reminder emails too.
Candis automatically adds the substitute to all of the absent person's workflows, so the substitute also receives all new approval requests for the absent person.
If an absent person is selected as approver for an invoice, Candis automatically adds the substitute as well.
Candis displays absences in all relevant places in the tool with a small icon next to the profile picture. Hovering over the icon shows all the details, such as the period, the substitute, and the note.
Candis shows upcoming absences up to three days in advance.
When a requester selects a workflow for sending invoices for approval, they see a notice if someone in the workflow is currently absent or will be absent soon, if no substitute has been set for that person.
After the absence
Once the absence ends, Candis no longer adds the substitute to new invoice approvals. The substitute loses access to invoices they received through the substitution but hadn't approved yet.
The absent person always keeps access to all their invoices, both during their absence and after their return, even if those invoices were approved by the substitute.