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# How to Set Up User Absence

User substitution allows you to assign another user to handle tasks and approvals during someone’s absence, ensuring workflows continue without interruption. The substitute can be set for a specific time period and for selected P.O. books, and this information will be visible in the calendar.

### Setting Up a User Substitution for Absence

1. Go to your **Settings > User**
2. Go to the profile of the user who will be absent
3. Under **Substitution**, assign the additional user who will take over
4. Click **Save**

| A substitute can also be added directly in the user profile in the calendar.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_eqanzh.png =1048xauto)



 
5. Navigate to **Settings →** **User Absences**
6. Enable **Substitution**
7. Refresh the page

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-27-at-15390_1j02b96.png =868xauto)


 
8. In the second window, select the user who will be absent

 ![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_58wugx.png =1013xauto)



9. **Define the Absence Details → In the second window, enter the From** and **Until** dates
10. Select the PO books this substitution applies to → Click **Add**

 
![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_18xk2p5.png =936xauto)



11. The absence will now appear in the **calendar view** for tracking



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-09-01-at-13124_pon5gr.png =1030xauto)



||| Note: This does not affect visibility. It only changes the approval levels for the person taking over during the absence.



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