Absence settings

By registering your absence, for example, during a vacation, you can indicate who will take over your responsibilities while you are away. Application administrators can also set the absence of employees in the "Employees" section, especially in the case of unexpected absenteeism.

When your absence begins, your replacement can navigate to your account and take over your duties.

How do I set my absence?

From the menu under your name, in the blue bar at the top of the screen, you can click on "Absence." Here, you will find an overview of all the periods in which you are (or have been) absent.

By clicking the "Add" button, you can set a new period of absence. In the "Replacement" field, specify who will take over your duties. This person can access your account during your absence. When actions are performed, it will be recorded that they were executed by your replacement. The replacement is separate from the individual rights and pending actions that this person may already have in Spend Cloud.

Next, you can specify the duration of your absence. An end date is not mandatory.

Once you have filled in all the required fields, you can click "Save." You will then return to the overview with the newly created absence period.

Please note: From the moment your absence begins, you can no longer perform actions in Spend Cloud.

If you have specified an end date, you will automatically regain access to your account after that date has passed. If the end date has not yet passed or you haven't set an end date, you can log in again at any time and indicate your presence by clicking on the link you see when logged in.

In the overview, you can edit or delete added future absence periods by clicking on the pencil or cross at the end of the row.

What should you take in account when an employee is replacing a colleague?

When an employee is replacing an absent colleague, it is useful to take the following points into consideration:

1. To perform an action on behalf of an absent colleague, the replacement needs to click on 'Replace a colleague' at the top of the blue bar and then click on the name of the respective absent employee. This will switch you to the dashboard of the absent employee.
1. If the 'Replace a colleague' button is not visible, the replacement needs to first log out by clicking on their name at the top right, then Log Out, and then log back in. The button may not be immediately visible if the absence was set on the same day.
2. Once absence is set, the absent employee will see a notification in Spend Cloud upon logging in that they have been marked as absent and cannot perform any actions. Through this notification, it is possible to log in again, which will automatically lift the absence. If the employee is still absent or remains absent, the absence needs to be set again.
3. A replacement employee has access to all menu items and can perform nearly all actions that the absent employee can see and perform, such as reviewing invoices and orders, coding bookings, closing books, etc. Thus, the components within application management will also be accessible via the dashboard of the absent colleague.
1. It is not possible to assign multiple replacements for an absent employee. One replacement is designated who gets access to all actions, regardless of what the replacement can access within their own account. 
   
2. It is not possible to set an employee as absent when they are replacing a colleague. If the replacer is also absent, the first replacement should be cancelled, then both colleagues can be set to absent to the same, or two different replacers.
3. When a replacement employee reviews something on behalf of the absent colleague, such as an order, invoice, or expense claim, it will always follow the procuration scheme based on the approval flow of the absent colleague. No consideration is given to a different approval of the replacement employee, regardless of whether this person also has a role to review within the specific module.
4. It is not possible to confirm online payments in the app on behalf of an absent employee. Push notifications to confirm an online payment are always sent to the device linked to the card.

For Application Managers

Administrators can set or remove the absence for employees via Application Management / Organization / Employees, especially in the case of illness. To do this, click on the employee in the employee overview, then click the pencil icon (edit) or magnifying glass icon (view) at the end of the row for the respective employee.

Edit

If you choose to edit an employee's details, you can select "Yes" or "No" for "Present" on the page that opens. By selecting "No," new fields will open to enter the replacement, a reason, and optionally an end date.

View

If you choose to view an employee's details, you can set the absence at the bottom of the page by clicking the plus icon on the right side of the table. A new page will open where you can enter the replacement, a date, and a reason for the absence.

Administrators can view an overview of employees who are currently absent with their respective replacements via Application Management / Organization / Employees by clicking the "Absence" button at the top of the employee overview.

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