Substitution and Vacation

When you are on vacation or sick, set up a substitution. During the selected period, your substitute can switch to your agenda and work on your tasks, so nothing comes to a halt. You set up substitutions yourself; an administrator can also set one up for you in the HR agenda.

Setting up a substitution

  1. Click your name in the top right corner and select Substitution. You can also open the same window in Settings, in the Substitution section, using the Create substitution button (if you already have a substitution, the button is called Edit substitution).
  2. Select a substitute and fill in the period.
  3. Click Save substitution.
FieldPurpose
SubstituteThe colleague who will substitute for you. Start typing the name and select it from the list.
FromThe first day of the substitution.
To (inclusive)The last day of the substitution. The substitution also applies for this entire day.
Rights to insert documents and notesThe substitute may insert documents and notes into your cases and tasks. If unchecked, they handle them but do not attach anything.
Trash binDeletes this substitution row.
Add another substitutionAdds another row. Useful when different people substitute for you on different days.

TAS checks that the To date is not before the From date and that the individual substitutions do not overlap. This means only one person substitutes for you at any given time.

List of substitutions

In Settings, in the Substitution section, you can see all your substitutions. The Active tab shows substitutions that are currently in effect or have not started yet, and the Ended tab shows those that have already ended.

How to recognise a substitution

During a substitution, the account menu shows who is substituting for whom.

For you as the substituted user, your substitute appears under your name with the I am being substituted label:

For the substitute, your name appears under their name with the Substituting label:

Working on behalf of the substituted user

The substitute clicks their name in the top right corner and selects the name of the colleague they are substituting for in the menu. TAS switches to the substituted user's agenda: on the dashboard, in tasks and in cases, the substitute sees what the substituted user would see and can handle their tasks. The top bar shows the substituted user's name, with a substitution icon on their photo, so it is clear on whose behalf the substitute is currently working.

The substitute returns to their own agenda the same way: by clicking their own name in the account menu. While working on behalf of someone else, they cannot set up substitutions.

E-mails during a substitution
During a substitution, the regular e-mail with a task overview is sent to the substitute instead of the substituted user. The e-mail with escalated tasks states who is currently substituting for whom.

Ending a substitution

A substitution ends automatically after its last day. To end it earlier, open the Substitution window, change the To date or delete the row, and save the substitution.

Manuals

Suspending, resuming, archiving and deleting a case
Syca (opens in a new tab)

Powered by HelpDocs (opens in a new tab)