Manage delegates

The Manage delegates page allows you to manage the list of your delegates and what tasks each is allowed to perform on your behalf.

The page displays your current delegates and provides tools for adding additional delegates. If you have additional access, you can also manage the delegates of another user by searching for and selecting their name from the Manage delegate filter at the top. Their delegates replace yours in the Manage delegates and Add a delegate sections until you clear the filter.

If you can manage delegates, you can assign someone else to act on your behalf for all claims to which you have administrative responsibility. Only certain roles may manage delegates.

The ability to manage delegates includes:

  • Assigning a delegate.
  • Specifying how long the delegate will be able to act on your behalf.
  • Defining if this person will be able to take the following additional actions:
    • Report an intermittent absence.
    • Report a new claim.
    • Receive email correspondence for claims.

It is necessary to understand that if you assign someone to be your delegate, they will have access to all the same claims to which you have administrative oversight. It is important to be thoughtful in how you use this feature.

Note:

You may also be able to manage delegates for others. If you have this access, you can do everything described in this section for other people.

Example: Jan manages Steve and Rick, two supervisors who report to her. Rick begins an unexpected leave of absence, so Jan assigns Steve to act as a delegate on Rick’s behalf.

Accessing the Manage delegates Page

To access the Manage delegates page, choose one of the following options:

Managing Delegates For Someone Else (Filter By Delegator)

If you can manage someone else’s delegates, you can assign someone else to act on another’s behalf for all claims to which they have administrative responsibility. Closed expanding section click to expandMore about managing another’s delegates.

Example: Jan manages Rick and Steve, two supervisors who report to her. Rick begins an unexpected leave of absence, so Jan assigns Steve to act as a delegate on Rick’s behalf. Steve is then able to view and take action on claims for Rick’s employees.

If you have access to this feature, a Filter by delegator field is available at the top of the Manage delegate page.

To manage another person’s delegates:

  1. In the Filter by delegator field, enter part or all of the person’s name for whom you wish to manage delegates.
  2. Matching employees for whom you may manage delegates are displayed. Select the user from the list.

The name of the person for whom you are managing delegates is shown near the top of the page, and their current delegates (if any) are shown in the Manage delegates section. You can now update, remove, or add delegates for that person as needed.

When you are done managing another’s delegates, click Dismiss button beside their name in the Filter by delegator field.

Manage Delegates Section

The Manage delegates section of the page shows you the delegates you have set up to act on your behalf, along with the delegation periods for each. From here you can update a delegate’s permissions or delegation period, or remove the delegate.

Tip: To add a name to this list, look them up in the Add a delegate section. See Add a Delegate below for details.

If you have additional access, you can also manage the delegates of another user by searching for and selecting their name from the Filter by Delegator filter at the top of the page. Their delegates replace yours in the Manage delegates and Add a delegate sections until you clear the filter.

Editing a Delegate’s Access

Closed expanding section click to expandTo update an existing delegate’s delegation period or permissions:

  1. Click Edit Pencil icon (update/edit). An Edit delegate window opens, displaying the delegate’s name, current delegation start and end date, and permissions.
  2. Update the Start Date, End Date, or Permissions for their role as a delegate as desired. For descriptions of these features, refer to Add a Delegate below.
  3. Click Save.

Removing a Delegate

Closed expanding section click to expandTo remove another’s access as a delegate:

  1. Click Remove Remove icon (trashcan).
  2. A confirmation message displays. Click Confirm.

Manage Delegates Section Features

If there are multiple delegates, click Filter to access a search field to locate a delegate by any displayed criteria. Sort what’s displayed in the list by clicking the Sort by option above a list and selecting the appropriate column. The arrow indicates the direction in which rows are sorted (ascending or descending); select the column again to change the orientation.

Closed expanding section click to expandThe following features are available from the Manage Delegates section:

Add a Delegate

The Add a delegate section of the page provides search fields for locating an employee by name or ID and assigning them as a delegate.

Note:

You cannot create a new delegation record for someone who is already assigned as a delegatee for that delegator (yourself or another, if you are assigning delegates for someone else). People who are already assigned as a delegate are not displayed in the list of users to choose from when adding a delegate.

You can filter the list of existing delegates in the Manage delegates table to find and edit or delete existing delegates.

Adding a Delegate

Closed expanding section click to expandTo add a delegate:

  1. Enter the First Name, Last Name, or Employee ID of the person you wish to make a delegate, then click Search. Employees matching your criteria are displayed below the search fields.
  2. Click Add Delegate Add Delegate button beside the name you wish to make a delegate. An Add delegate window opens.
  3. Enter the Start Date, End Date, or Permissions for their role as a delegate as desired.

To grant a permission, click its toggle so it displays a check mark Toggle (on). To disable a permission, click the toggle again to display a gray minus symbol Toggle (off).

The following permissions may be available based on your role and your employer’s setup:

  • Report an absence: Allows reporting of absences on intermittent leave claims. See Report an absence for details.
  • Report a new claim: Allows reporting of new claims for others. See Report a New Claim for details.
  • Receive email correspondence for claim: Allows the delegate to receive email pertaining to claims to which they have been granted access as a delegate.

Tip: If this option is enabled, email is sent to the delegate up until the day before their delegation period ends. They will not receive email on the period’s End Date.

This option cannot be enabled if either the delegatee or delegator’s email address is not on file.

  1. Click Save.

The delegate is displayed in the Manage delegates section of the page.

Add a Delegate Section Features

The top of this section provides search fields for locating specific colleagues that can be added as delegates. The bottom of this section displays colleagues matching your search criteria.

If your search returns multiple matches, click Filter to access a search field to locate a a person by any displayed criteria. Sort what’s displayed in the list by clicking the Sort by option above a list and selecting the appropriate column. The arrow indicates the direction in which rows are sorted (ascending or descending); select the column again to change the orientation.

Closed expanding section click to expandThe following features are available from the Manage Delegates section: