Travel Registry: Delegate Center
The Delegate Center (Travel Admin > Delegate Center) allows administrators to designate delegate users, giving them the ability to create trips on other users’ behalf. Administrators are also able to establish delegate workflows so that any users who meet specified criteria are automatically assigned a delegate, create groups for group trips, and act as a delegate themselves by creating trips for others.
Note: Delegates can only access trips they created for the user. Delegates cannot see trips that they did not create.
The following topics are discussed in this article:
Delegates Tab
The Delegates tab is where you can assign delegate users individually. This list will display all users on the site (those with a Travel Registry profile) and any delegate users associated with their account. Delegate users can be added using the “Add delegate user” link. (See also Adding New User Profiles below.)
This opens a modal in which you can add the desired delegate user(s) as well as choose the desired delegate type. Users added here will be designated as delegates for the corresponding account and will be able to create trips on that person’s behalf and receive notifications regarding the user's travel.
A type ahead is available to search for delegates.
Once the delegate is selected, the type can be determined:
- Standard
- create, complete and submit trip registrations on behalf of the traveler
- receive email notifications if the trip is approved or rejected
- Standard + notify
- create, complete and submit trip registrations on behalf of the traveler
- receive email notifications if the trip is approved or rejected
- receive email notifications when
- the trip starts
- the trip ends
- the traveler is impacted by an alert
- the traveler submits a Help Request
NOTE: This 'Standard + Notify' designation is only available for use by admins in the admin portal, travelers cannot choose this designation.
Once saved, the Delegates tab list will update to reflect the delegate association. The +N designates that this delegate also receives notifications about the traveler.
A delegate user can be removed by clicking the corresponding user’s row in the delegate list and clicking the trash can icon.
Creating New Profiles
If a user is not currently available from the search interface, create a new one from the Delegates tab. New user profiles can either be created as internal users from data in the Student Information System/HR file, or new external users can be created by entering their name, user name, and email address. Access this function by using the + button on the lower right side of the page on the Delegates tab.
To search for user data from the Student Information System/HR file, enter search terms and use the refresh icon to show results. Click the +Person icon on the right side of the page to select the user, and then click the "Create User" to create a new internal user profile based on this existing data.
If a user is not found in the Student Information System/HR file, they can be created manually. Click the "Or if user not found, create a profile for a new external user" link to open a new set of fields. Enter the first name, last name, username, and email address, then click "Create User" to create a new external user profile.
When a new user is created, an email notification is sent to both the new user and to the admin who created the user profile.
Email to Delegate:
Subject: You have been added as [new user]'s travel registry delegate
You have been added as a travel registry delegate for [new user].
Login to your account at [site link]. Navigate to the 'Delegate Trips' to view and take action for trips belonging to travelers for whom you are their Delegate.
DO NOT REPLY TO THIS EMAIL
[AlertTraveler® Logo]
Email to New User:
Subject: [Admin user] has been added as your travel registry delegate
An admin from your institution has added [admin user] as your travel registry delegate. [Admin user] will now be able to create, edit and delete trips on your behalf.
Login to your account at [site link] to view and manage your trips.
DO NOT REPLY TO THIS EMAIL
[AlertTraveler® Logo]
Conditional Delegates Tab
The Conditional Delegates page allows you to establish workflows that will automatically assign specified users as delegates to travelers meeting the workflow criteria. This is useful for when particular groups of users will always be assigned to a specific delegate or delegate group. These work in a manner similar to the content workflows described above. A list of existing workflows will be displayed here.
A new workflow can be created by clicking the plus (+) icon in the bottom right of the page. This will display a modal in which you can provide a description of the workflow, and add your “if” condition statements. Your “if” statements can be created by clicking the plus icon in the modal and selecting the desired parameter by which to filter. My example will apply to students in the Chemistry department.
The next step allows you to designate the delegates for any users meeting the criteria established in the first step. Delegates can be chosen using a simple selection (choosing a specific user), a group selection (all users in a particular group), or a group with parameter section where you can specify that any user in a specific group with a specific parameter value can server as a delegate. For my example, I’ll use a simple selection and designate a specific user to serve as a delegate for the workflow.
Clicking “Create” will save the workflow. You will have the opportunity to retroactively apply this workflow to all existing users who meet the “if” criteria upon creation.
A workflow can later be activated or deactivated using the “Active” toggle, edited by clicking it from the workflow list, or deleted by clicking the trash can icon.
Trips Tab
Users with access to the Trips tab are considered a 'Super Delegate". Here they can see all trips created using Delegate Center and edit them accordingly. A new trip can be created for anyone in the SIS/HR data file by clicking the plus (+) icon in the bottom right.
This will display a modal where they can select the user for which they are creating the trip and enter the trip details. The trip can also be made a group trip using the toggle.
Once created, the administrator can edit the trip by clicking it in the Trips list or delete it using the trash can icon.
Groups Tab
The final Delegate Center tab is the Groups tab. Please note that this functionality is not available in Express Travel Registry. Groups can be created by manually searching for users or by uploading an import file that contains the users’ email address, first name, and last name. This is useful if an administrator frequently needs to create trips for specific groups of people who may not necessarily fit into a workflow such as a team or club.
Limited Delegate Permissions
Limited access to the Delegate Center can be granted to certain users. This is helpful when the delegates profile details won't match the details of travelers for whom they're responsible, such as an admin who is responsible for different student groups across campus. Granting limited delegate access provides delegates with access to the "Trip" tab of the Delegate Center.
Create a user group with the desired permissions. For the most access and functionality for Limited Delegates, it is recommended to grant the following permissions:
- Delegate Center
- Access the Delegate Center
- View all trips created using the Delegate Center
- View all profiles for travelers with a trip showing in the Delegate Center
- Filter trips based on campus (if enabled), traveler, trip/destination name, and trip status
- Create Trips
- Create trips for anyone in the SIS/HR file
- Create trips for anyone currently in the travel registry
- Edit/Delete Trips
- Edit, and delete all trips showing in the Delegate Center
- Profile Edit
- Edit profiles of travelers with a trip showing in the Delegate Center
If you only want the delegate to see profile details but not edit them, omit the "Profile Edit" permission.
Additional Resources
Here are other resources that may interest you:
- Travel Registry: Setup & Configuration
- Travel Registry: Administrator How-tos
- AlertTraveler®: Table of Contents