Overview
This guide explains how to set up and use Alternative Approvers – optional back-up approvers who step in when primary approvers are unavailable. They ensure absence requests never get stuck waiting for approval.
How Alternative Approvers Work
Alternative approvers automatically assist in two scenarios:
Immediate back-up (Scenario 1)
If an employee submits a request while their primary approver is marked absent in edays:
Request + notification go to both primary AND alternative approver(s) immediately.
Delayed back-up (Scenario 2)
If a primary approver hasn’t responded after 7 days:
Request + notification are automatically sent to the alternative approver(s).
→ Key behaviour:
Multiple alternatives? All are notified at once in both scenarios.
The 7-day delay is the default (customisable via edays support).
How to Set Up Alternative Approvers
Step-by-step:
Go to: e-days > Admin > Users > Users
Select your desired user → Click Edit
Navigate to the Authorisation Template section
For each primary approver:
Click + Add Alternative
Search/select back-up approver(s)
(Repeat to add multiple alternatives)
Save changes
→ Example:
Primary Approver: Sarah Khan
→ Alternative 1: James Patel
→ Alternative 2: Emma Davies
Additional Information
Key terms:
Authorisation Template: Rules defining who approves an employee’s requests.
Primary Approver: Main decision-maker (e.g., line manager).
Alternative Approver: Back-up approver (e.g., deputy manager).
Top tips:
? Best practice: Add at least 1 alternative per primary approver to prevent delays.
? Absence planning: Ensure approvers mark future holidays in edays to trigger Scenario 1 automation.
? Group notifications: Alternatives see the original request date – no confusion about urgency!
Important notes:
⚠️ The 7-day delay (Scenario 2) is default. Need it changed? Contact edays support.
⚠️ Alternatives cannot approve until Scenario 1 or 2 activates (no duplicate approvals).
Permissions required:
Admin access to edays (to edit user templates).