Filling in for absent colleagues

If a colleague has designated you as their "replacement," you will have an additional option in the top menu (the blue bar) during their period of absence. Under this extra option, "Replace a Colleague," you will find a list of colleagues whose tasks you are temporarily taking over.

By clicking on a name, you can switch between your account and that of a colleague, allowing you to carry out the tasks assigned to them. To indicate that you are working in your colleague's environment, the name of the colleague will be displayed in yellow in the top right corner.

If the colleague's absence was created today in Spend Cloud, you may not immediately see the "Replace a Colleague" button. In this case, click on your name in the top right corner of Spend Cloud, then click "Log Out," and log back in. Afterward, you should see the "Replace a Colleague" button.

When the period of your colleague's absence is over, and you want to return to your own environment, you can click on the yellow button and select your own name from the dropdown menu.

In your own environment, on the dashboard under "Actions," you will see a notification if there are pending tasks for the colleague you are replacing. You will also receive email notifications for any actions assigned to the absent colleague.

For completed tasks, it will be visible that you have performed the tasks on behalf of the absent colleague. The system will record actions executed by replacements.

Replacing a colleague via the Spend Cloud app

When you are covering for an absent colleague, you can perform their actions in the Spend Cloud app. Once logged into the app, you will see a notification on your dashboard that you can click to take over for your absent colleague. If you are covering for multiple colleagues, you can first select the desired colleague. Don’t see the notification? Swipe the notifications to the left. You can also replace a colleague via the settings by tapping the settings button in the bottom right and then selecting the option to replace a colleague.

When you are finished and want to return to your own dashboard, you can switch back to your profile in the same way: via the notification on your dashboard or through the settings.

Points of attention

1. Please note that you cannot set your own absence when replacing a colleague. If you want to set an absence for yourself, please contact your application administrator so that the absence of the colleague you are replacing can be transferred to someone else.
2. You cannot confirm online payments via the Spend Cloud app when making an online payment with the Spend Cloud Card of the colleague you are replacing. The push notification to confirm the online payment can only be sent to the device linked to the card.
3. Actions performed by you on behalf of your colleague will be treated as actions of the colleague. For example, if you approve an invoice on behalf of your colleague, it will follow the same flow that the invoice would follow if the colleague approved it themselves. Therefore, if you are in the same flow, you may also need to approve the invoice within your own account, albeit for a higher authorization level.
   

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