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Learn how to set a stand-in manager if another manager is absent for any reason.

This article will explain how to set a standa stand-in manager to manager to replace another manager if they are absent. 

For example: If a manager is on holiday, off sick, or absent from work for any other reason, then you can set a stand-in manager to stand in for them temporarily. 

What will a stand-in manager be able to do?

• A stand-in manager will

  get full

  get full manager

  rights when

  rights when the original manager is listed as on a break.

• A stand-in manager will

  have full access to

  have full access to the original manager's direct reports' information -

   so

   so please use this with caution. 

• The original manager

  will lose

  will lose their

  rights while

  rights while the stand-in is in place, and their rights will be restored to them once they're marked as active again. 

• Assigned surveys or 1-

  2

  to-

  1s

  1s should be automatically passed to the stand-in manager:

  • If the original manager starts a 1-to-1

    form with

    form with their direct report

    and has

    and has not completed it,

      and

     and a stand-in manager is activated, the answers not be transferred, and the stand-in manager will now have to fill in the 1-to-1 instead.

  • If the original manager

    has completed their

    has completed their 1-to-1 form before becoming absent,

    their answers

    their answers will remain.

  • The answers of the direct

    report will remain

    report will remain unaffected by any change of manager.

  • The stand-in manager can create observation surveys and send them to users / teams managed.

  • Stand-in managers do have access to previous observations surveys (answered by the original manager).

  • Observation survey doesn't automatically pass onto the stand-in manager.

In summary, a stand-in manager will have identical rights to the manager they're replacing. 

How do I set a stand-in manager?

You need to set a stand-in manager for both:

• The original

  manager you

  manager you want to temporarily replace - by going onto the manager's profile and editing their details.

• The team

  The team that the original manager manages - by editing the team's details. 

Step 1: Find the manager manager for whom you want to set a stand-in manager, and edit their details

• Find the manager for whom you want to set a stand-in manager.

• Edit their

  details 

  details. 

• Set a stand-in

  manager 

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• manager. 

...

Edit the manager's details to set a stand-in manager

When you're editing their details, scroll down to the Manager sectionthe Manager section. 

Here, you'll be able to set their standtheir stand-in manager.Image Removed

...

Step 2: Edit the team's details to set a stand-in manager

• Find the team that

  is managed

  is managed by the original manager. 

• Edit that team's details.

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...

Set the

...

team's stand-in manager:

• When editing the

  Team

  team's details, select

  a Stand

  a Stand-in manager. 

...

Setting a Manager as 'Active' or 'Taking a break'

Once you've set the original manager and their Team and their team as having a standa stand-in manager, you'll be able to set the original manager's status to Active or Taking ‘Active’ or ‘Taking a breakbreak’.

To set a Manager's status:

• Edit the manager's details.

• Set their management status as

  Active or Taking

  ‘Active’ or ‘Taking a

  break

  break’.

Once the manager is set as Taking as ‘Taking a breakbreak’, their stand-in manager will automatically step in and have identical powers to what the original manager had. 

This will be reverted as soon as the original manager is marked as Active as ‘Active’ again.

Step 1: Edit manager's detailsImage Removed

...

Step 2: Set the status Image Removed

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Best Practice

We suggest that you set the same stand-in manager for the direct reports whether this is directly managed people or via the team, however the tool is flexible enough to allow you to do multiple.

Please note: About Surveys and 1-to-1s

Please note that Survey reports and 1-to-1 forms which are incomplete at the time when a stand-in manager is activated can be lost.

For example:

• If the original manager starts a 1-to-1 form with their direct report and has not completed it, suddenly goes off sick and a stand-in manager is activated,

  the answers

  the answers that the original manager wrote will be wiped, and the stand-in manager will now have to fill in the 1-to-1 instead. 

• If the original manager has completed their 1-to-1 form before becoming absent,

  their answers

  their answers will remain.

• In any case,

  the answers

  the answers of the direct

  report will remain

  report will remain unaffected by any change in manager.

...