diff --git a/docs/articles/expensify-classic/copilots-and-delegates/Delegate-when-out-of-office.md b/docs/articles/expensify-classic/copilots-and-delegates/Delegate-when-out-of-office.md new file mode 100644 index 000000000000..758d36b89054 --- /dev/null +++ b/docs/articles/expensify-classic/copilots-and-delegates/Delegate-when-out-of-office.md @@ -0,0 +1,47 @@ +--- +title: Delegate when out of office +description: Assign a vacation delegate to act on your behalf or on behalf of another employee +--- + +When you're out of office or on vacation, you can assign a Vacation Delegate to manage your reports while you're away. Domain Admins can also assign delegates for other members of their domain. + +A Vacation Delegate approves expense reports on behalf of another workspace member when needed. Once they are assigned, any reports sent to the member for approval will immediately start going to their delegate. Then when the member is ready to take over their reports again, they’ll be able to disable the delegate. + +Expensify keeps a detailed audit trail to show exactly when a delegate stepped in to approve reports on someone else's behalf and what actions they took on the report. + +# Assign a delegate for yourself + +1. Hover over Settings and click **Account**. +2. Under Account Details, scroll down to the Vacation Delegate section. +3. Enter the email address or phone number for the person you want to assign as your delegate. +4. Click **Set Delegate**. + +Any reports that usually come to you will now go to your delegate instead. You can see every action your Vacation Delegate takes on your behalf for each report under the report history and comments. + +## Disable a delegate + +When you’re ready to take over your reports again, remove the delegate by clicking the Return from Vacation banner at the top of your account. + +# Assign a delegate for an employee + +{% include info.html %} +You must be a Domain Admin to complete this process. +{% include end-info.html %} + +1. Hover over Settings and click **Domains**. +2. Click the name of the domain. +3. Click the **Domain Members** tab on the left. +4. Find the member you want to assign a delegate for by using the filters to filter by their name, or enter their name into the “Find Members” search box. +5. Click **Edit Settings** next to the member. +6. Enter the delegate's phone number or email address into the Vacation Delegate field. +7. Click **Save**. + +# FAQs + +**Why can’t my Vacation Delegate reimburse reports that they approve?** + +If your Vacation Delegate also needs to reimburse reports on your behalf while you’re away, they’ll also need access to the reimbursement account. If they do not have access to the reimbursement account used on your workspace, they won’t have the option to reimburse reports, even as your Vacation Delegate. + +**What if my Vacation Delegate is also on vacation?** + +Your delegate can also pick their own Vacation Delegate. This way, expense reports continue to get approved even if multiple members are away at the same time. diff --git a/docs/articles/expensify-classic/copilots-and-delegates/Vacation-Delegate.md b/docs/articles/expensify-classic/copilots-and-delegates/Vacation-Delegate.md deleted file mode 100644 index 4727b1c4a38b..000000000000 --- a/docs/articles/expensify-classic/copilots-and-delegates/Vacation-Delegate.md +++ /dev/null @@ -1,53 +0,0 @@ ---- -title: Vacation Delegate -description: In Expensify, a vacation delegate is someone you choose to act on your behalf when you're on vacation or taking personal time off. ---- - -# Overview - -A delegate is someone who can handle approving expense reports for you, which is especially useful when you're out of the office! - -In Expensify, a **Vacation Delegate** is someone you choose to act on your behalf when you're on vacation or taking personal time off. They will approve expense reports just like you would, and everything moves forward as usual afterward. - -The system keeps a detailed audit trail, showing exactly when your delegate stepped in to approve a report for you. And if your delegate also goes on vacation, they can have their own delegate, so reports keep getting approved. - -By using this feature, you ensure that all reports get the approvals they need, even when you're not around. - -# How to use Vacation Delegate - -If you're planning to take some time off, you can use the **Vacation Delegate** feature to assign someone to approve expense reports for you. The reports will continue on their usual path as if you had approved them yourself. - -## Set a Vacation Delegate for yourself - -1. Go to the Expensify website (note: you can't do this from the mobile app). -2. Navigate to **Settings > Your Account > Account Details** and scroll down to find **Vacation Delegate**. -3. Enter the email address of the person you're designating as your delegate and click **Set Delegate**. - -Voila! You've set a vacation delegate. Any reports that usually come to you will now go to your delegate instead. When you return, you can easily remove the delegate by clicking a link at the top of the Expensify homepage. - -## Setting a Vacation Delegate as a Domain Admin - -1. Head to **Settings > Domains > [Your Domain Name] > Domain Members > Edit Settings** -2. Enter the delegate's email address and click **Save.** - -Your delegate's actions will be noted in the history and comments of each report they approve, so you can keep track of what happened while you were away. - -# Deep Dive - -## An audit trail of delegate actions - -The system records every action your vacation delegate takes on your behalf in the **Report History and Comments**. So, you can see when they approved an expense report for you. - -{% include faq-begin.md %} - -## Why can't my Vacation Delegate reimburse reports that they approve? - -If your **Vacation Delegate** also needs to reimburse reports on your behalf whilst you're away, they'll also need access to the reimbursement account. - -If they do not have access to the reimbursement account used on your workspace, they won’t have the option to reimburse reports, even as your **Vacation Delegate**. - -## What if my Vacation Delegate is also on vacation? - -Don't worry, your delegate can also pick their own **Vacation Delegate**. This way, expense reports continue to get approved even if multiple people are away. - -{% include faq-end.md %}