Table of Contents
Introduction
Managers usually have people reporting to them and may need to submit or cancel leave on their behalf via the Out of the Office widget. However, there are times when the On behalf of button in the widget is not available to them, because their user lacks the correct permission.
Solution
To enable the On behalf of button, you need to set up a hierarchy in the organisation chart, ensuring that managers are positioned above their subordinates. In the image below, we can see that:
Mick has four people reporting to him, one of them being Joan Jett.
Joan has a direct subordinate, Micki Steele.
Mick can apply for leave on behalf of his four direct subordinates, as well as Joan's direct subordinate Micki.
Joan can request leave for herself and on behalf of Micki.
❓Question: What if managers need to apply for leave on behalf of people who should not appear in the organisation chart but still need to be tracked in Indigo?
💡Answer: You can set up an exception in the Organisation Chart.
Keep reading to find out how.
Exception in the Organisation Chart
Example
Imagine you have a receptionist (Mick) and a cleaner (Rose) in your company. Rose isn't part of Mick's team, so she doesn't need to be in the organisation chart. However, Mick is her point of contact for communicating with the company.
Rose doesn't have access to a computer, but company policy requires that all absence requests are processed in Indigo, so it becomes necessary for Mick to apply on Rose's behalf—but Rose doesn't show in the employee list when he clicks the On behalf of button.
To solve this:
Go to HR > Employees and select the employee profile (e.g. Mick's).
Select the Apply On Behalf Of tab.
Click on the ➕ Insert button on the far left of the toolbar.
Start typing the name of the employee (e.g. Rose).
Select the employee you need and click on ✔️ Save.
🎉 Now Mick can apply for leave on behalf of Rose, even though she isn't his direct subordinate in the Organisation Chart.
🤔 Remember!
Both the Organisation Chart and the Apply On Behalf Of tab can only be accessed by people with the proper roles (e.g. Administrator, HR Administrator) or permissions assigned.
The Apply On Behalf Of tab only allows submission of leave for the inserted employee. The approval process will still follow the Organisation Chart structure.
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