Skip to main content

Manage Deputy

Shirley Bousfield
Updated
hr-step_4.svg

This guide with help you set up a Deputy for a Manager and explain access requirements.

Contents

in-app.png

Learn as you go

Step-by-step guidance available to walk you through the task in hand

Just head to the in-app Resource Centre

 

Access requirements

A Deputy allows a manager to delegate the responsibility of verifying requests and changes, eg holiday, bookings, made by subordinates in their reporting line when they are away from the business.

The deputy can also process tasks for their manager such as completing Reviews in Talent Management (subject to page permissions).

A user can't select their own deputy so their manager or HR will need to assign a person to be the deputy. Once set up the user can then control when the deputy function is enabled (subject to page permissions).

A person being assigned as a deputy needs the following access:

  • A User Role type that has Subordinate access (ie not Normal user)
  • Own and Subordinate Write Access to Manage Deputy page
  • Access to the Verifications page
  • Subordinate Write Access to any pages containing information they will be required to verify such as Book & View Time Off
  • Field group access must be equal to or higher than that of the person whose record is being verified

Note: For HR users acting as a deputy, field group security works as follows:

  • Subordinate field group security applies to the deputy's subordinates and anyone reporting into them
  • Record group security applies to all other records in the system
  • Where there's a conflict, subordinate field group security takes precedence over record group security

Caution: When assigning a deputy, be mindful if they already have manager-level access to their own direct reports. In this case, they will also inherit the same level of access to the team members of the manager they are deputising for.

Eg if a deputy can view sensitive information (such as pay details) for their own team, deputising for their manager will extend this access to their peers, potentially allowing them to see similar sensitive information for colleagues.

 

Configuring a Deputy for a Manager

  • Go to Holidays & Absence > Manage Deputy
  • Locate the manager record that you wish to allocate a deputy for and then, using the magnifier, locate the employee who is to act as a Deputy

  • It is typically the Manager’s responsibility to enable the deputy and set the email options prior to being away from the business but HR can do this if required
  • A date range can be set up in advance for a deputy to be enabled, such as to cover a holiday period
  • The from and to dates can be set to determine the deputising period. One of the dates can be left blank which the system will assume to be open. For example: 
    • Adding a from date will give an effective date, but leaving the to date blank will leave it open-ended 
    • Leaving the from date blank will be immediately effective, whilst adding a to date will confirm an expiry date 
  •  The Enable Deputy toggle will enable/disable automatically depending on whether the date range is current.  Delete the dates to remove the range

Warning when a deputy changes job 

When a person assigned as a deputy (currently or scheduled to be) changes job role and has a new Job and Pay record inserted, part of the update confirmation message will give the option to Keep the deputy status or Unassign. 

Note: If the deputy is unassigned this is immediate, even where the job change is in the future.

 

Footer

Related articles

Comments

0 comments

Article is closed for comments.