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

In this article we will review: 

How to navigate to the On Route (Approvals) page 

How to set up a substitute approver

How to cancel a substitute approver 

How to determine what email notifications will be sent to substitute approvers

How to navigate to the On Route (Approvals) page 

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

How to set up a substitute approver 

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

1. Select the forms or Centralized Approver List that you want to add a substitute for.
   
   
2. Click Bulk Actions and Add Substitute Approver
   
3. Enter the email address, start date, and end date for the substitute approver
   
4. 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.

How to cancel a substitute approver 

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

1.  Navigate to the On Route page 
2. Select specific forms that you want to cancel the substitute approver
   
3. 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.

How to determine what email notifications will be sent to substitute approvers

• 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.