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Switching Employees

IceHrm allows admins and managers to log in as another employee. This feature is useful for performing tasks on behalf of employees who may not have system access or need assistance.

What Can You Do When Switched?​

When logged in as another employee, you can:

  • Apply for leave requests on their behalf
  • Add attendance records for the employee
  • Update timesheets with correct work hours
  • View the system from the employee's perspective

Who Can Switch?​

User LevelCan Switch To
AdminAny employee in the system
ManagerTheir direct reports (subordinates) only

How to Switch to an Employee​

  1. Go to Employees > Employees

  2. Find the employee you want to switch to

  3. Click the Switch to Employee button

Switch to Employee Button

  1. The system will reload and you'll now be viewing IceHrm as that employee
Visual Indicator

When switched, a banner appears at the top of the screen showing you are logged in as another employee.

Switching Back to Your Account​

To return to your original account:

  1. Look for the switch indicator banner at the top of the screen

  2. Click Switch Back or Return to My Account

  3. The system will restore your normal admin/manager view

Common Use Cases​

Submitting Leave for an Employee​

If an employee doesn't have system access or needs help:

  1. Switch to the employee
  2. Navigate to Leave > Apply for Leave
  3. Submit the leave request on their behalf
  4. Switch back to your account

Recording Attendance​

For employees who forgot to punch in:

  1. Switch to the employee
  2. Go to Attendance > Punch In/Out
  3. Add the correct attendance record
  4. Switch back to your account

Updating Timesheets​

To correct or complete an employee's timesheet:

  1. Switch to the employee
  2. Navigate to Time Management > Timesheets
  3. Make the necessary updates
  4. Switch back to your account

Best Practices​

Recommendations
  • Use only when necessary — Switch only for legitimate HR tasks
  • Inform the employee — Let them know if you performed actions on their behalf
  • Switch back promptly — Return to your account when finished
  • Document your actions — Keep a record of what was done and why

Troubleshooting​

Cannot See the Switch Button​

  • Verify you have Admin or Manager user level
  • Managers can only switch to their direct reports
  • Check that the employee's account is active

Actions Not Saving While Switched​

  • Ensure all required fields are completed
  • Check for validation errors on the form
  • Verify the employee has the necessary entitlements (e.g., leave balance)