How to create and manage substitute approvers

People Admins can assign and schedule substitute approvers for specific forms. This is especially useful when an employee is on leave, staff vacancy,

In this article we will review:

Click on Admin > People
Search for the current approver and click view
You will be taken to the On Route page, where you can toggle between tabs for Approvals and Centralized Approval Lists.

You can assign a substitute approver to specific forms for a set duration. Here’s how:

Select the forms or Centralized Approver List that you want to add a substitute for.
Click Bulk Actions and Add Substitute Approver
Enter the email address, start date, and end date for the substitute approver
Click Substitute and you’ll now see the substitute’s email and duration listed under the Approval Substitutions column for those forms.

Note: If the approver is on a Centralized Approver List, navigate to the Centralized Approver Lists tab and repeat these steps.

Substitute approvals will automatically end on the date you set, but you can also cancel them manually:

Navigate to the On Route page
Select specific forms that you want to cancel the substitute approver
From the Bulk Actions, select Cancel substitute approver

Note: If the approver is on a Centralized Approver List, navigate to the Centralized Approver Lists tab and repeat these steps.

All substitute approvers will receive emails for new approval requests starting on their substitution start date
For pending approvals that were already waiting when the substitution began:
- If the substitute approver has an Informed K12 account:
  They’ll receive a single email notifying them that they’ve been added as a substitute, with a link to their Informed K12 inbox
- If the substitute approver does not have an account:
  They’ll receive a separate email for each pending submission they need to approve
When substitution period ends, the original approver will receive an email summary of any pending forms that were not approved by the substitute.