Add backup reviewers

Keep expense approvals moving when a reviewer is unavailable. You can add a backup reviewer to an approval policy, or use Out of Office to route an employee's approvals to a designated replacement while they're away.

Choose the right option:

• Approval policies backup: Configure a backup reviewer for a specific approval step.
• Out of Office coverage: Set up temporary coverage for an employee's absence so their expense approvals are routed to a replacement approver.

Before you begin

• You need permission to manage approval policies or employee reviewer assignments. Employees can record their own Out of Office status but not assign a replacement reviewer.
• Choose a backup or replacement approver who has the necessary context and access to the correct company or entity.
• For approval policy coverage, identify the workflow and approval step that need a backup.
• Check how the change affects expenses that are already waiting for review. Do not assume that setting up coverage reassigns all pending approvals.

Add a backup reviewer to an approval policy

This option applies to companies using Advanced Approvals. For companies using the existing Review settings, see Set a temporary reviewer.

1. Go to Settings.
2. Open Approval policies.
3. Select the relevant workflow.
4. Open the approval step that contains the primary reviewer.
5. Add a backup reviewer.
6. Configure when the backup reviewer should receive or be able to review expenses.
7. Save the workflow.

Set up reviewer coverage with Out of Office

Use Out of Office to provide temporary approval coverage when an employee is away. An admin can record the employee's absence and assign a replacement approver. While the employee is out of office, their expense approvals are routed to that person.

Employees: record your own absence

• You can record your Out of Office status under My account on the web or in the Pleo mobile app.
• Recording an absence and assigning a replacement approver are separate actions. To arrange approval coverage, ask an admin to check your replacement approver assignment on the People page.

Admins: record an absence and assign a replacement

On the People page, admins can manage an employee's Out of Office status and assign a replacement approver to receive their expense approvals while they're away.

Admins: manage absences in bulk

Admins can upload a CSV file on the People page to manage Out of Office entries in bulk. Check the recorded absences and replacement approver assignments after the upload.

Check coverage when someone returns

• Approval policy backup: Review whether the backup reviewer should remain configured. Remove or change temporary coverage if needed.
• Out of Office coverage: Check that the employee's Out of Office status reflects their return and that approvals are being routed correctly.
• For either option, check for expenses that are still waiting for review and confirm that none remain assigned only to an unintended reviewer.

Good to know

• Set up absence coverage before planned leave where possible.
• Use the narrowest change that solves the coverage problem.
• Avoid changing broad workflow conditions to resolve one unavailable reviewer.
• If both an approval policy backup and an Out of Office replacement are configured, check who is receiving approvals rather than assuming which option takes precedence.

If an approval is already stuck

• Confirm the workflow, active approval step, assigned reviewer and reviewer account status.
• If Out of Office is involved, also check the employee's absence status and replacement approver assignment.
• Add the appropriate coverage or use the supported reassignment process. Check the existing expense separately to confirm whether its assignment has changed.