Explain Covering Person

Modified on Thu, 6 Nov at 11:15 AM

The system requires covering personnel to approve leave requests to ensure awareness and agreement regarding work coverage. This is for human resources planning purposes.

System limitation:

You cannot apply for leave on the same dates if you are already assigned as a covering person for another employee.
There is no “approve on behalf” function for covering persons . They must approve the request directly.

If your leave type requires a covering person,

Solution 1

Allow covering person to approve leave.

To enable approval by the covering person, grant the Employee user role the required access rights.

Path: Setting > User Account > Access Right > My Approval > Work Covering

Solution 2

If the covering person field is optional, you can withdraw and resubmit the request without assigning one.

Steps:

Withdraw the request via Request on Behalf.
Resubmit the leave request, leaving the covering person field blank.

Ensure the Covering person field is optional in Setting > Leave > Leave Type

To prevent future issues, disable the "Covering Person" option in the leave type settings.

Frequently Asked Questions:

1. Can I have the same covering person for different submissions?

Yes, more than one staff member can select the same covering person, depending on your Leave Type setting.

To enable this:

1. Go to Settings > Leave Type.

2. Under General Setting, you will find the option Allow Covering Person For Single Leave Only (refer to the attached image).

If set to Yes → A covering person can only be assigned to one leave application at a time.
If set to No → A covering person can be assigned to multiple leave applications at the same time.

2. Covering person (Approver) has resigned

Solutions: we will suggest manually withdrawing the leave from the request on behalf screen and the admin manually key in back the leave record in the leave history.

Step 1. On behalf, withdraw the leave

Go to Leave > Request on behalf > leave > select the requester profile > pending tab > withdraw the leave.

Step 2. Admin add back the leave record manually.

Go to leave > leave history > search the employee > select leave type > edit > add leave record.

3. Change the covering person for approved leave

For changing the covering person. Admin can go to the leave history screen, select the leave record, and change the cover person to others.

Important: This only works for "approved leave", if the leave is still pending, you will not see it in "Leave History".

Leave > Leave History > Select the requester name > Find the leave record > Edit > Change the Cover Person to others or leave it blank.)

We hope this explanation clarifies the matter. If you require further assistance, please don't hesitate to contact our support team.