Tropic’s Out-of-Office feature allows you to manage tasks during your absence. You can set dates for your time away, optionally assign a covering teammate to handle your tasks, and choose to reassign open tasks automatically when your out-of-office period begins.
How to Set an Out-of-Office Period
- In the Tropic platform or the Purchasing Portal, click your avatar and select Profile & Notifications.
- Under Out of Office, click Add Time Away.
- End a Start Date and End Date for your period. The Start Date must be in the future.
- (Optional) Use Select Teammate to select a covering teammate.
- Note: The covering teammate cannot already be assigned to cover another teammate during overlapping out-of-office periods.
- (Optional) Check Reassign Existing Tasks to reassign existing and new tasks to your covering teammate when your out-of-office period starts.
- Click Save
Notes: To reassign existing tasks, the covering teammate must be one of the following:
- A user with the Owner role
- A user in the same department
- A user without an assigned department
- The covering teammate cannot be out-office during the same period.
- A single covering teammate cannot cover multiple teammates if their out-of-office periods overlap.
- If Teammate A is out from 8/31 to 9/2 and Teammate B is out from 9/1 to 9/3, they cannot both assign the same covering teammate (e.g., Courtney) because their periods overlap. The system will return an error in this case.
- If you are scheduled to be out of office and want to reassign tasks to a teammate, if that same teammate decides to be out of office too and reassign their tasks to another teammate, the system will not allow it since the dates overlap.
- Adding a covering teammate will create the out-of-office message when your out-of-office period starts.
What Happens During Your Out-of-Office Period
- On the first day of your out-of-office period, your profile will display an Out of Office until [End Date] message.
- If you chose to reassign tasks, the following occurs:
- Start of Period: Open tasks are reassigned to your covering teammate.
- End of Period: Any still-open tasks are reassigned back to you on the first business day after your return.
- If there’s an error with task reassignment due to conflicting coverage, you’ll receive a notification prompting you to resolve the issue.