Configure and maintain timesheet delegations so Time and Attendance responsibilities can be temporarily assigned to another eligible user while maintaining clear audit history.
⚠ Important: You must have the Delegation security permission for your user type (Agency User or Client Contact User) to create, edit, or delete timesheet delegations in both PC and mobile experiences.
Understand Timesheet Delegations
Timesheet delegations allow you to temporarily reassign Time and Attendance responsibilities from one user to another.
When a delegation is in place:
The Delegate To user can see and action all timesheets that belong to the Delegate From user for the defined period.
Once the End Date is reached, timesheets automatically return to the original Delegate From user.
All actions taken by the Delegate To user (Submit, Approve, Reject) appear under their name in the Audit History so there is clear transparency.
Delegations work alongside the Timesheet Workflow defined on each Job Order and control who:
Keys in the timesheet.
Approves the timesheet.
Receives escalation notifications if tasks are not completed on time.
📌 Note: From the Delegations list, you can review existing delegations, then edit or delete them when required.
Supported Delegation Scenarios
The following delegation scenarios are supported:
Client Contact to Client Contact – can be created by a Client Contact or an Agency User.
Agency User to Agency User – can be created by an Agency User.
Client Contact to Agency User – can be created by an Agency User.
⚠ Important: An Agency User cannot delegate their timesheets to a Client Contact. This prevents scenarios where an Agency Approver might be responsible for Clients that do not relate to the target Client Contact.
View Existing Delegations
Open the Timesheet Delegation Maintenance area in Time and Attendance, then locate the Delegations list.
Review each delegation entry to see the Delegated By, Delegated From, Delegated To, Delegation Start, and Delegation End details.
📌 Note: Use the list to quickly verify which users are currently delegating responsibilities and to whom, as well as the active dates of each delegation.
Create a New Timesheet Delegation
Go to the Timesheet Delegation Maintenance screen, then click the option to create a new delegation.
In the Delegated From field, select the user whose timesheet responsibilities you want to delegate, then confirm the correct user is displayed.
In the Delegated To field, select the user who will receive the delegated responsibilities, then verify that this user is eligible based on the supported scenarios.
Enter the Start Date and End Date for the delegation period, then check that the dates cover the required timeframe.
Review all details (Delegated From, Delegated To, Start Date, End Date), then save the delegation so it becomes active for the specified period.
⚠ Important: During the active delegation period, the Delegate To user will see and manage all relevant timesheets for the Delegate From user. Plan dates carefully to avoid gaps or overlapping delegations.
Edit or Delete an Existing Delegation
On the Timesheet Delegation Maintenance screen, locate the delegation you want to update in the Delegations list.
To edit, open the delegation, update fields such as End Date or Delegate To as required, then save your changes so the updated configuration takes effect.
To delete, select the delegation and choose the delete option, then confirm the deletion so the delegation ends immediately.
📌 Note: When you delete a delegation, timesheets revert to the original Delegate From user from that point forward.
View Delegation Details in Time and Attendance Lists
Within Time and Attendance, delegation information can be surfaced to help approvers understand why they are seeing certain timesheets:
Available.
Submitted.
Incomplete.
In these tabs, you can use Manage Layout to add delegation-specific fields:
Delegated By – shows the user who created the delegation.
Delegated From – shows the original approver or owner of the timesheet approval.
Delegated To – shows the approver who currently holds the delegation.
Delegation Start – shows the start date of the delegation period.
Delegation End – shows the end date of the delegation period.
Open the relevant Time and Attendance tab (Available, Submitted, or Incomplete), then click Manage Layout.
Add the delegation fields you want to display, then save the layout so delegation details appear in your timesheet lists.
🤓 Tip: Including Delegated From and Delegated To in your layout provides immediate clarity for approvers handling timesheets on behalf of others.
Best Practices
Use delegations for planned absences such as leave or extended travel so approval flows continue without interruption.
Always set clear Start and End dates to avoid delegations running longer than necessary.
Review existing delegations regularly and remove or update any that are no longer required.
Add delegation columns to Time and Attendance layouts so approvers can easily identify which timesheets are delegated.
Avoid delegating to users who have conflicts of interest or are unrelated to the client or job order where possible.
FAQs
Q1: What does the Delegate To user see during an active delegation?
Answer: The Delegate To user can see and action all timesheets related to the Delegate From user for the duration of the delegation period in Time and Attendance.
Q2: How is transparency maintained when a delegated user approves a timesheet?
Answer: When the Delegate To user submits, approves, or rejects a timesheet, their name is recorded in Audit History, providing clear visibility of who performed each action.
Q3: Can an Agency User delegate their timesheets to a Client Contact?
Answer: No, an Agency User cannot delegate their timesheets to a Client Contact due to potential client coverage conflicts. Delegations must follow the supported scenarios.
Q4: What happens when the delegation End Date is reached?
Answer: After the End Date, the delegation stops, and timesheets are once again available to the original Delegate From user for action.
Q5: Can I change or end a delegation early?
Answer: Yes, you can edit the delegation to adjust the dates or delete it entirely, which immediately ends the delegation and returns responsibilities to the Delegate From user.