Ensure your hiring stays on course, even when you're out, with the out-of-office delegation feature. This feature allows you to schedule your time away in your occy dashboard and delegate your tasks and responsibilities to another member of the team.

The delegated user, or delegate, will gain access to your account while you’re away and will be assigned your tasks and responsibilities to keep your recruitment processes running smoothly; whether that’s attending interviews, approving hiring plans, or managing your campaigns, you can enjoy your time off knowing nothing will be overlooked.

Additionally, to ensure full visibility and accountability, occy keeps track of the activities performed by the delegate user during the out-of-office period.

If logged in during the beginning or end of an out-of-office period, the system will require you to log out before seeing the changes when logging back in.

Tip: We recommend scheduling your out-of-office as far in advance as possible; this ensures a smooth transition by minimising scheduling conflicts with your delegate, such as interviews and meetings.

Check out or video tutorial, or step-by-step guide below!

Scheduling Out-of-Office & Assigning a Delegate

• Schedule your out-of-office on occy in the Calendar section of your Settings area by clicking Settings>My Account> Calendar and clicking the toggle in the Out of Office section.
• Click the toggle in the Out-of-Office section to start the process.

• This will open the Scheduler; add the start and end date and times for your leave and assign a delegate from the dropdown menu.

Note: We recommend that you do not delegate your tasks while you are a delegate for another user, whilst it is possible, your delegate will only be able to complete your tasks, and will not be able to complete the tasks assigned to you by the original out-of-office user, meaning some tasks and appointments may be missed or delayed.

• Finally, click Confirm.

• The full details of the out-of-office will now be visible in the Calendar section of your Settings area. Edit or delete upcoming out-of-office configurations using the pencil and bin icons.

Note: Only one delegate can be chosen per out-of-office period.

The Delegate’s View

During the out-of-office period, the delegate will gain access to the account and will be able to act on behalf of the user; this includes all tasks and responsibilities usually assigned to the user, such as managing tasks, attending interviews, making approvals, and updating job settings.

Once the out-of-office period is over, all permissions and access will revert to the out-of-office user.

Note: The delegate will be unable to make any changes to the user’s calendar.

• Once the out-of-office period commences, the delegate will be able to view an overview tasks by clicking Settings in the main menu, then My Account, and Tasks.
• The delegate can access the out-of-office user’s profile from within their dashboard by clicking their name in the top right corner and then choosing Show More Accounts.

• An overview of assigned tasks can be found in the delegate’s dashboard by navigating to Settings>My Account>Tasks. A list of assigned tasks can be found in the Assigned to Me tab.

• Here, the delegate can view and carry out tasks such as approving hiring plans using the options in the dropdown menu next to each task. 
• Use the View Details button to see more information about the tasks, including hiring plan information or interview details.

• You can also click the button highlighted below to access the user’s profile from the Tasks section.

Rescheduling Conflicting Appointments

• If an interview is assigned to you that conflicts with a commitment already in your calendar, this will be flagged to you within the task overview. In the dropdown menu, you are given the option to reschedule or cancel the interview.

• If you choose to reschedule the interview, the Schedule a Meeting box will appear, which follows the same format that is used when initially scheduling an interview manually.

• If you choose to cancel the interview, you will be prompted with the following message, and after confirming, a standard meeting cancellation notification will appear in the candidate’s Outlook calendar. They will also receive an email will be sent to the candidate explaining that due to scheduling conflicts, the interview has had to be cancelled and that a member of the team will be in touch to reschedule at a later date. 
• Once a task is completed, such as approving or rejecting a hiring plan, it will disappear from the section.

What Can a User Do While Out of Office?

While a user is out-of-office, they will have restricted, read-only access to their account; however, they will still be able to update their calendar.

Regaining Control of Your Account

Once the out-of-office period ends, full access and permissions will be restored to the user, and the delegated user will no longer have access.

If the out of-office user would like to regain control of their account early, they can do this by accessing their account, navigating to the Out of Office section in the Settings area, and clicking the toggle; this will revert all tasks and responsibilities back to the user.