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:
Open the order in question.
Go to the Internal Chat/Comments section.
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
If the team member will be unavailable for an extended time:
Navigate to the Users section of the platform.
Find the unavailable user.
Choose Deactivate.
The approval tree will automatically adjust based on remaining users.
When the original approver returns, simply reactivate them from the same screen.
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.