How it works

To allow other users to book or add visitors on behalf of other user without handling the AAD role permissions, the IBSS system offers more flexibility with the Delegate functionality.

The delegate no longer needs to have access to all spaces their delegators have access to in order to book for them. The system checks the following:

• Space availability and booking eligibility are evaluated using the Delegator's space access.
• But actions (creating a booking, updating a booking, cancelling a booking) are executed by the Delegate on behalf of the Delegator.
• The Delegate’s own space access does not limit what they can see or do as part of making or managing booking for the Delegator.

Step 1. Enabling the functionality

1. The organisational admin enables this function for the primary user on the configuration platform first.
2. Primary user appoints their colleagues as delegates on the Delegate Permissions page > Assigned Delegates section. Organisational admins also have the option to add delegates to a primary user.
3. Delegates can view their appointed permissions on the Delegate Permissions page > Delegate Access section.

Step 2. Using the functionality

✅ Primary users (delegators) can:

• Grant delegate permissions to one or more users in your organisation.
• Have your schedule organised by your delegate(s).

✅ Delegates can:

• Book the spaces on behalf of the delegator and specifically the spaces where their delegator is allowed to book.
• Invite visitors on behalf of the delegator.
• View or edit bookings and visitor invitations that the current user or other delegates made for their delegator.
• Check the delegator in or out of the bookings that they or other delegates have created.

❌ Delegates cannot:

• View or edit space bookings that the delegator has created by themselves for themselves.
• Remove delegate access permission that was granted to them. Only your admin can do this or the delegator.

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