How do I set a stand-in manager?

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

This article will explain how to set a stand-in 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 manager rights when the original manager is listed as on a break.
A stand-in manager will have full access to the original manager's direct reports' information - so please use this with caution.
The original manager will lose their 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-to-1s should be automatically passed to the stand-in manager:
- If the original manager starts a 1-to-1 form with their direct report and has not completed it, 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 1-to-1 form before becoming absent, their answers will remain.
- The answers of the direct 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 want to temporarily replace - by going onto the manager's profile and editing their details.
The team that the original manager manages - by editing the team's details.

Step 1: Find the 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.
Set a stand-in manager.

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

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

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

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

Find the team that is managed by the original manager.
Edit that team's details.

Set the team's stand-in manager:

When editing the team's details, select a Stand-in manager.

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

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

To set a Manager's status:

Edit the manager's details.
Set their management status as ‘Active’ or ‘Taking a break’.

Once the manager is set as ‘Taking a break’, 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’ again.

Step 1: Edit manager's details

Step 2: Set the status

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 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 will remain.
In any case, the answers of the direct report will remain unaffected by any change in manager.