A person may be appointed as a deputy for someone, for example if a person is on a leave. This setting can be done by any person, either for themselves or for persons whose data they have the permission to manage. The person appointed as a deputy does not automatically receive notification of the substitution, i.e. he or she must be informed separately.
What information does a deputy see?
You can't chain deputies, meaning if person A has person B as deputy and B has person C as deputy, person C does not get deputy rights to person A. Every person that needs to be a deputy to someone, has to be set as deputy to that person directly.
The deputy will be notified of the hours and event requests of the subordinates of the substitute in the same way as the primary supervisor. In addition to the notifications in the calendar view, a separate message about event requests will be sent to the substitute and primary supervisor by email.
Worktime
The deputy sees the event entries of the subordinates of the person being substituted in the worktime section. If the deputy is substituting for a person with administrator rights, the deputy will not see the events of all people, but only the event entries of the person's subordinates. For the duration of the substitution, the person designated as a deputy will have the same visibility to the person's subordinates' event entries, approvals and reports as the person being substituted. The deputy will see all the person's subordinates' worktime information during the substitution, i.e. also for the time when they are not acting as a substitute. In this case, the deputy can, for example, approve the hours that were entered before the substitution began.
Employees
The deputy cannot see persons' information in the Employee section. If you want to give the person visibility to persons' information in the Employee section, you must set the person as the supervisor of the desired person.
Workshift planning
The deputy does not have the same visibility into shift planning as the person being substituted. If the deputy is to be able to plan shifts for the same locations as the person being substituted, they must be separately granted the necessary rights to shift planning. Instructions for this can be found here.
Assigning a deputy
Sijainen määritellään Työsuhde-osiossa. Avaa henkilön tiedot auki ja valitse Sijaiset.
The deputies can be added inn Employees section. Open the person information of the person you want to set a deputy to and open Deputies tab. If you are about to set a deputy to yourself the settings are found in Own info > Deputies.
To choose the deputy, start typing the beginning of the wanted deputy's last name to Deputy-field. You will get a list of persons who match that name and you can choose the right person from the list. The deputy can be anyone who has an active working contract in Nepton.
You can set start and end times either by typing the dates to Start time and End time fields or by choosing the dates from calendar icons. Both these fields must have a valid date in order to save the deputy.
After saving the settings, the creation date of deputy will be shown in Created-field.
There can be several deputies to one person and valid times can be overlapping.
You can edit settings by clicking the 'Pencil' icon or delete the deputy by clicking the 'X' icon.
What happens when the employment of a person being substituted ends
When the employment of the person being substituted ends, it must be noted that the substitution and the rights it brings with it do not end with the termination of the employment. Even if the employment of the person being substituted has been terminated in Nepton, the substitution relationship continues until the person's (being substituted) Nepton account is also deactivated. When the substitution period expires, the deputy no longer has visibility into the data of the person's subordinates, even if the person being substituted account is still active.