The Watcher: Escalate Urgent To Dos
Installing this workflow tells Sense to bring in extra help automatically whenever a To Do is due soon and the person assigned to it is off sick or on holiday. Sense adds a line manager, backup approver or admin to the To Do and lets them know, so important jobs are never left waiting for someone who is not there.
How it works
Set your escalation path then let Sense watch your To Dos
Install the workflow, then choose who should step in when a To Do needs attention: the assignee's line manager, their backup approver, your admins, or all three. Then choose how far ahead Sense should look, such as the next 7 days, and whether overdue To Dos should be escalated too.
Every morning, Sense will automatically check which To Dos are coming due, and whether the person assigned to each one has an absence or time off booked in their planner.
If they are off, Sense adds the people you chose as extra assignees straight away and emails them the To Do, its due date and why they have been added. If you like, assignees who are at work also get a reminder before the due date, and a shared inbox such as HR or Finance is told about every escalation.
More holidays & time off workflows
See all holidays & time off workflows
Common questions
What kicks this workflow off?
A To Do that is due within the period you choose (the next 7 days by default) while the person assigned to it has an absence or time off event in their planner. If you switch on overdue checks, overdue To Dos are escalated whether the assignee is off or not.
What happens once it fires?
Sense adds the people on your escalation path to the To Do as extra assignees, with no manual action needed. Anyone who matches more than one option is only added once.
Who gets notified?
You choose: each new assignee can get an email explaining the To Do, its due date and why they were added. You can also send reminders to assignees who are at work, and a notice of each escalation to a shared inbox, such as your HR or Finance team's.
Does the original assignee lose the To Do?
No. The original assignee stays on the To Do, and no new To Do is created. The people you chose are simply added alongside them.
Can we choose which To Dos it watches?
Yes. Watch every To Do or only certain categories, and choose who to bring in, how far ahead to look, how far back to check for overdue To Dos, and when the check runs each day. If a backup approver or line manager cannot be found, Sense adds your admins instead.