An attendance report can be ready while the person who normally reviews it is away. Without a clear backup, the administrator may not know who can resolve an exception or approve the final handoff.
Plan the review route before leave begins. ScanAttendance can supply attendance records and plan-dependent reporting options; your company still needs to identify who is authorized to make the decisions around them.
Confirm the period and deadlines
Write down the reporting dates, correction cutoff and expected delivery date. Check whether the reviewer’s absence overlaps any of those steps.
If the normal calendar must change, agree on the revised process with the responsible people. Do not quietly shorten a reporting period merely to finish a file before someone leaves.
Name a backup with clear authority
Identify who can review the attendance information and what they may approve. Distinguish preparing a report, resolving a record question and authorizing a payroll outcome.
Arrange access through the product’s supported account setup and your company’s access policy. Do not assume a plan includes a particular permission model or share the absent reviewer’s credentials as a shortcut.
Transfer unresolved questions as actions
For each open question, identify the employee, original date, missing information and responsible person. State whether an explanation has been requested and what the next reviewer needs to decide.
- Keep the original attendance date visible.
- Separate reported explanations from approved outcomes.
- Give each question a next step and deadline.
- Share individual details only with authorized recipients.
Our administrator handover guide provides a broader checklist for transferring operational responsibilities.
Agree on the file and its status
Confirm whether the backup reviewer needs a dashboard review, CSV or PDF, and verify that the intended option is available on the selected plan. Test a sample before the normal reviewer is unavailable.
Label working and reviewed versions clearly. If a correction requires a replacement export, identify which file supersedes the earlier one. Use our report version routine to avoid parallel copies being treated as final.
Keep attendance preparation distinct from payroll calculation
A reviewed attendance report is an input to another process. It should not be assumed to calculate salaries, deductions or other payroll outcomes automatically.
If an issue remains unresolved, follow the company’s escalation route rather than inventing an adjustment to meet the deadline. The backup reviewer needs to understand that boundary before accepting the handoff.
Close the cover period with a short review
When the regular reviewer returns, confirm which reports were delivered, what decisions were made and whether anything remains open. Update the instructions if the backup found an unclear step.
Create your ScanAttendance account, compare reporting plans or ask sales about your administrative requirements.