Travel Registry's Delegate Center allows administrators to designate delegate users, designate conditional delegate users, manage trips, and create groups of travelers.

This article will discuss the following topics:

Access and Permissions

Delegate Role

A delegate is a user that is authorized to take actions on other, specific travelers' behalf from the public trip registration site. Delegates have the ability to create and manage trips for other travelers.

Note: Delegates can only access trips they created for the user. Delegates cannot see trips that they did not create and will only receive notifications regarding trips they create.

Assigning Delegates

Delegate relationships with the travelers they support are configured in two ways:

By your institution's admins in the Private Admin Site. To configure traveler/delegate relationships in the Delegate Center, the user must be in the following permission group:
- Travel Admin

The Delegate Center is accessed only in the private admin Travel Registry site, by navigating to Travel Admin>Delegate Center.

By the traveler, within their Settings menu. Travelers can configure delegate relationships for themselves by navigating to the Hamburger menu in the top right of their landing page>Settings>Delegate User:

Note: When setting up their own delegates, the traveler should click Email Notifications in the top right corner of the Delegate user modal to configure their delegate's notification settings:

Note: Delegates do not need any permissions. They only need for their delegate relationship with their traveler to be configured by an admin in the delegate center, or by the traveler in their settings menu. Adding the delegate to a permission group could give them access to the private admin site, and they could see trip data for other travelers not associated with them as an unintended consequence.

Delegates Tab

The Delegates tab, located in the Delegate Center of the private administrative site, is where a travel admin can assign delegate users individually. This list displays all users on the site in the Names column, and any delegate users associated with their account in the Delegate Users column. Delegate users can be added in this column by clicking the “Add delegate user” link.

This opens a modal in which an admin 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

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 Profile

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.

DO NOT REPLY TO THIS EMAIL

[AlertTraveler® Logo]

Conditional Delegates Tab

The Conditional Delegates page allows an admin 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 an admin can provide a description of the workflow, and add their “if” condition statements. Their “if” statements can be created by clicking the plus icon in the modal and selecting the desired parameter by which to filter. This example will apply to students in the Chemistry department.

The next step allows an admin 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 an admin can specify that any user in a specific group with a specific parameter value can server as a delegate. For this example, a "simple" selection is used to designate a specific user to serve as a delegate for the workflow.

Clicking “Create” will save the workflow. An admin 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 on the private administrative travel registry site 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. 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 a delegate's 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.

To accomplish this, 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 an admin only wants the delegate to see profile details but not edit them, omit the "Profile Edit" permission.

Note: Users with these permissions will have access to all trips and all profile information available in the delegate center. Their access will not be restricted to the user for whom they are the delegate.

The Knowledgebase

Travel Registry: Delegate Center