Handling Approvals When a Team Member Is Away

If a team member responsible for approving purchase orders is on vacation or temporarily unavailable, you have two options to ensure approvals stay on track.




✅ Option 1: Tag Another Approver in Internal Comments

If the first approver is unavailable:

  1. Open the order in question.

  2. Go to the Internal Chat/Comments section.

  3. Tag a teammate (e.g., @Name) who has the authority to approve the order.

This sends them a direct notification and gives them immediate visibility to review and approve, without altering the formal approval structure. Anyone with a higher purchasing limit, regardless of their role in the tree, can approve orders.



✅Option 2: Temporarily Deactivate the User (Admin Permissions Needed)

If the team member will be unavailable for an extended time:

  1. Navigate to the Users section of the platform.

  2. Find the unavailable user.

  3. Choose Deactivate.

The approval tree will automatically adjust based on remaining users.

When the original approver returns, simply reactivate them from the same screen.



✅Option 3: Change the User’s Role to a Lower Purchasing Limit  (Admin Permissions Needed)

If the approver is unavailable and should not be approving POs, you can adjust their purchasing role to a lower limit, ensuring they will not hold up approvals.

  1. Go to the Users Page.

  2. Locate the unavailable user.

  3. Assign them a different role with a lower purchasing limit or limited approval authority.

  4. The system will automatically move them down the purchasing tree, allowing approvals to escalate to the next available user.




 Pro Tips:

  • Communicate changes with your team so everyone is aware of temporary responsibilities.

  • Proactively tag a backup approver when someone’s away to keep orders moving. 


 

Need help?

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