Delegate permissions allow handling the Book on behalf of permission without making changes to AD permissions. The Book on behalf of permission now no longer needs to be set at the Roles & Data Security > App Settings level.

If someone is expected to book for anyone in an organisation, they need the Book on behalf of permission set for their AD role under Roles & Data Security > App Settings level. In other cases, the Book on behalf of permission can be removed and they can be given delegate permissions instead.

As an admin, you grant permissions in IBSS to workplace users who will be allowed to appoint their delegates. These delegates, in turn, will be able to book on behalf of those primary workplace users.

⚠️ Delegates need elevated permission to the number of spaces they have permissions to book against, but not elevated permissions in terms of their role.

Enable role permissions to view Delegate functionality

First, enable Delegate functionality for a certain user AAD role to be primary users:

1. Under Setup > Roles & Data Security, select the role, who you want to enable Delegate functionality for. Double click it to open its settings.
2. Under the App Settings tab, go to FLEX > User Preferences and select the Delegates checkbox.
3. Click Save.

Now, primary users within this role group will have new Delegate Permissions page under their Settings section in Flex, and the delegates will have the new Delegate Access page under Settings in Flex. They will have corresponding permissions now as described here: Delegate function to book on your behalf.

Grant Delegator permission

Find the Delegate Permissions admin page under Setup > Security section in Admin Portal.

To grant a permission to a primary user (or Delegator) who will be able to appoint their delegates, do the following:

1. Search for the needed primary user on the left in the Delegate Summary section. After you start typing, the system will display a list of possible names that match. 
2. Select one user. Their name will appear in the Delegator section on the left.
   ⚠️ This user gets permissions to appoint their delegates.
3. Click Save to grant permissions to the selected user to appoint their delegates in Flex.

Add Delegates

To add delegates, who will be able to to book on behalf of the previously selected primary user, do the following:

1. Start searching for the needed user on the right under Setup > Security > Delegate Permissions > Delegate Account Access.
2. Select a checkbox next to the needed name. The selected users will be listed in the Delegates section on the left.
3. Click Save, and selected users become delegates of the previously selected primary user (or delegator).
   Or use the cross icon to delete a user from the delegates list.

✅ Primary user can later add more delegates or remove existing ones.

❌ Delegates cannot give up their delegate access themselves. Only you as an admin or their primary user (delegator) can remove delegate access for them.