Record a substitute per employee

You can specify a fixed substitute per employee.

Employees who register leave or sickness entries, can specify themselves as a substitute. This may have undesirable consequences for the authorisations. To prevent this, the Profit administrator in your organisation can change the field settings for Substitute in the leave or sickness entries, so that this field can no longer be changed.

The temporary or permanent substitute can also serve as a destination for workflows and alerts. This way you can enable that, for example, the alerts for a certain employee by default are also sent to the fixed substitute. In the event of leave or absence the new workflows and alerts can be sent to the temporary substitute.

Note:

The substitute is available by default in the occupancy overview, however, you will need to add the required fields to the view.

If you want the substitute to receive the authorisation, workflows or alerts of a different user, you need to configure this. If not, then the substitute will never receive the authorisation, workflows or alerts from another employee.

In the case of workflows the substitute only receives newly submitted workflows.

When allocating substitutes, you need to consider the following points for attention:

An employee is only replaced during absence if there is a 100% absence.
If a leave and absence entry overlap, then the substitute from the absence entry takes precedence. The substitute from the leave entry will then not be used. If at the end of the absence case there is still leave, then the substitute from the leave entry is used for the remaining period.
There can not be a 'chain' of substitutes who pass on authorisations, alerts or workflows. Suppose that employee A is substituted for by B and employee B is substituted for by C. In this situation C can be a substitute for B (but not for A).
If you use the Multiple employments functionality, leave and absence can be specified per employment. If due to this kind of 'overlapping' an employee has multiple substitutes, then the substitute of the main employment is used. If the main employment does not specify a substitute, then the substitute of the additional employment is used.
Profit contains two alerts regarding substitutes: Employee/Substitute during leave (Profit) andEmployee/Substitute during absence (Profit)

To record a substitute:

Go to: HR / Employee / Employee.
Open the properties of the employee.
Go to the tab: Non-attendence.
Select the substitute.
Click on: OK.
The fixed substitute is not implemented in existing leave requests and absence entries. You change the substitute for the existing one in the properties of the leave request and absence entry.