Skip to main content

How to Set a Deputy Approver or Deputy Reporter

  • Updated

This guide will show you how to set an employee to the role of Deputy for another employee (or for yourself). 

Procedure

  • Log in as Company or Group Administrator

  • Go to User Profiles

  • Search for the employee to whom you want to add a Deputy and open their profile (optionally, you can search for your own name if you want to allocate a new Deputy for yourself)

mceclip2.png

  • Go to section Employee Preferences (it will look similar to our example below)

mceclip8.png

As you can see, this employee already has Patrick as both Deputy Approver and Deputy Reporter. Additionally, a Travel Agent can access the user's profile as well.

  • To add a new Deputy, first select the role you want from the drop-down list and assign it to the user to whom you want to grant Deputy access

mceclip9.png

  • Search for the person who will have access to the profile for that role, and click on Add. 

mceclip10.png

In this case, we have granted Geo access to the profile of a user, but only as Deputy Approver.

 

Note: the roles shown in the drop-down menu are different depending on the roles that the employee has. For example, if Geo is not an Approver, he cannot be set as Deputy Approver of another Approver.

Now, Geo can access the profile of Maria (as Deputy Approver) from his own profile (upper right corner of the image).

mceclip11.png

 

Important information about the deputy functionality

  • Adding a Deputy Approver will not redirect the approvals to this deputy. What this functionality does is to allow the deputy to access the profile of the supervisor and perform approvals on his behalf. Following our previous example, if Geo is set as Deputy Approver for Maria, Geo will have access to Maria's profile so she can perform approvals or rejections. The approvals will never appear in Geo's profile.

  • If you set up one or many Deputy Approvers, the main supervisor and all the deputies will be able to approve the expense note(s) that were directed to the supervisor. If Geo is set as Deputy for Maria, both Geo and Maria will be able to approve the expense note. If the deputy (Geo) approves the expense note, the main supervisor (Maria) will not have to approve it - and vice versa.

  • If you have reminders set in your setup to send notifications to the supervisors to approve the expense notes, these reminders will be sent to the deputies as well. All the deputies of the supervisor will be included in copy for the reminder, so they will know that they should log into the profile of the supervisor to approve expenses.

  • Setting up a Deputy Approver will allow this deputy to approve expenses and travel requests, as he logs with the same rights as the supervisor. It is not possible to set up a deputy only for expenses or only for travel requests.