The Substitute function in Koho is intended for managing substitutes during employees' holidays and absences. Substitution can be used to monitor who is filling in for whom and for which customers. The function also makes it possible to copy the responsibility of work orders to another employee for the duration of the substitution.
Substitution must be activated by Koho's customer service. Activation requests can be made through Koho's customer service: asiakaspalvelu@kohosales.com
Content of the instructions
Substitute view
The Substitution function can be found under Work Sessions → Substitution.
The view is primarily informative:
It shows who is filling in and who is filling in
Substitutes can be examined on a customer-by-customer basis
New substitutes can be added through the view
If the Copy work orders setting has been switched on for substitutes, the system will copy the work orders of the selected customers to the substitute for the duration of the substitution.
Permissions
Employees can only see information related to their own substitutes
Administrators and supervisors can view the substitutions of all employees
Adding a new substitute
A new substitute is added by pressing the green "Substitution" button.
The following information must be filled in on the form:
Substitute worker
Substitute
Time interval for substitution
Customers to be substituted
(Optional) comment on substitution
Copy work orders
If work order copying is enabled:
All work orders of the selected customers for which the employee to be substituted is responsible are copied to the substitute
the original employee will also remain the person in charge
Work orders are copied based on the due dates of the measures
Example
Esa is filling in for Tiina during the period 1.5.–31.5.2026.
The next due date for the April work order is 15.5.2026, so:
Esa is copied as the author of the April work order
The work order is visible to both Esa and Tiina
