Go to Time and Attendance, then Delegate to create and manage timesheet delegations.
📌 Note: Delegate is a menu option within Time and Attendance. It is not located under Maintenance.
Timesheet workflow participants are determined by the Timesheet Workflow configured against a Job Order.
This can include users responsible for keying timesheets, approving timesheets, or receiving escalation notifications.
Delegation temporarily transfers these responsibilities to another eligible Agency User or Client Contact User between the selected start and end dates.
Access to delegation is controlled by the Delegation security permission for Agency Users and Client Contact Users. Delegation is available in both the PC and Mobile experiences.
Choose a Supported Delegation Combination
FastTrack360 supports the following delegation combinations:
Delegate From | Delegate To | Who can create it? |
Client Contact | Client Contact | Client Contact or Agency User |
Agency User | Agency User | Agency User |
Client Contact | Agency User | Agency User |
Agency User | Client Contact | Not supported |
⚠️ Important: An Agency User cannot delegate to a Client Contact.
An Agency User may be responsible for timesheets for clients that are not associated with the selected Client Contact. This prevents unrelated timesheet responsibilities from being exposed.
Search for Existing Delegations
Go to Time and Attendance, then Delegate.
Enter the required criteria using Country, Brand, Region, Office, Start Date, End Date, or Status.
Click Search.
Or click Reset to clear the main search criteria when required.
Available Status options include:
Any
Active
Deleted
Create a Delegation
Go to Time and Attendance, then Delegate.
Click Delegate +.
In the Create a Delegation window, select the required From User Type.
Use Delegate From to select the user whose responsibilities will be delegated.
Enter the Start Date.
Select the required To User Type.
Use Delegate To to select the user who will receive the responsibilities.
Enter the End Date.
Click Save.
The new delegation appears in the Delegations list.
Select the Delegate From User
The Delegate From user is the person whose timesheet responsibilities will temporarily transfer to another user.
Select Agency User or Client Contact in From User Type.
Click the magnifying glass beside Delegate From.
Search for and select the required user.
If Agency User is selected, the Lookup Agency Users window can display:
First Name
Surname
User ID
Position
Business phone
Mobile
If Client Contact is selected, the Lookup Client Contact Users window can display:
First Name
Surname
User ID
Parent Company Name
Client Name
Select the Delegate To User
The Delegate To user temporarily inherits the applicable timesheet responsibilities.
Select the required To User Type.
Click the magnifying glass beside Delegate To.
Search for and select the required user.
⚠️ Important: FastTrack360 only displays eligible Delegate To users who have the appropriate timesheet permissions for the responsibilities being delegated.
Understand Client Contact Delegation Rules
Additional rules apply when the Delegate From user is a Client Contact.
For Client Contact to Client Contact delegation, the available Delegate To users must have access to the same Parent and Client combination, or broader access.
For example, if the Delegate From Client Contact has access to three clients within a Parent Group containing four clients, the Delegate To lookup only displays Client Contacts who have access to:
The same three clients.
All four clients.
This prevents timesheet responsibilities from being delegated to a Client Contact who does not have access to all relevant clients.
A Client Contact can appear more than once in the lookup because an entry can be shown for each client the contact belongs to.
Select one entry. FastTrack360 creates the required delegation records to cover the relevant client relationships.
Set the Delegation Period
Use Start Date and End Date to define when the delegation applies.
During this period, the Delegate To user can see the applicable timesheets associated with the Delegate From user.
After the End Date has passed, the delegation is no longer observed and responsibility returns to the original Delegate From user.
View a Delegation
Locate the required delegation in the Delegations list.
Click Action, then View.
Review the delegation details.
The View a Delegation window can show:
From User Type
Delegate From
Start Date
To User Type
Delegate To
End Date
Edit a Delegation
Go to Time and Attendance, then Delegate.
Locate the required delegation.
Click Action, then Edit.
Make the required changes.
Click Save.
⚠️ Important: Once the delegation Start Date has occurred, only the End Date can be edited.
Delete a Delegation
Go to Time and Attendance, then Delegate.
Locate the required delegation.
Click Action, then Delete.
Confirm the deletion.
After the delegation is deleted, it no longer applies and the relevant timesheets become available again to the Delegate From user.
To find deleted delegations, search with Status set to Deleted.
The Delegations list can also show Deleted By and Deleted Date.
Understand What Happens During an Active Delegation
When a delegation applies, the Delegate To user can see the timesheets associated with the Delegate From user.
If the Delegate To user submits, approves, or rejects an applicable timesheet, their user details are recorded in the timesheet Audit History.
This provides visibility of who performed the timesheet action during the delegation period.
View Delegation Information Against Timesheets
Delegation-related columns can be added to the Available, Submitted, and Incomplete timesheet grids using Manage Layout.
Available delegation fields can include:
Field | What it shows |
Delegated By | The user who created the delegation |
Delegated From | The original workflow participant responsible for the timesheet |
Delegated To | The user who received the delegated responsibility |
Delegation Start | The start of the delegation period |
Delegation End | The end of the delegation period |
These fields can help explain why a timesheet appears in a user’s list and who originally held the workflow responsibility.
Understand the Delegations List
The Delegations grid can display:
Delegated From
Delegated To
Start Date
End Date
Status
Created By
Deleted By
Deleted Date
Parent Company Name
Client Name
Use column filters to narrow the displayed records when required.
Export Delegations
Go to Time and Attendance, then Delegate.
Apply search criteria or grid filters where required.
Click Export.
Clear Delegations Grid Filters
Go to Time and Attendance, then Delegate.
Click Reset Filter.
📌 Note: Reset clears the main Search Delegations criteria. Reset Filter clears filters applied directly to the Delegations grid.
Change the Delegations Grid Layout
Go to Time and Attendance, then Delegate.
Click Manage Layout.
Add, remove, or rearrange the required columns.
Click Apply to save the layout.
Click Reset Layout to restore the default layout or Cancel to close without applying changes.
Choose the Correct Delegation Action
If you want to... | Use |
Temporarily transfer timesheet responsibilities | Time and Attendance, then Delegate, then Delegate + |
Find an Agency User | Select Agency User, then use the magnifying glass |
Find a Client Contact | Select Client Contact, then use the magnifying glass |
Check who currently has delegated responsibility | Action, then View |
Change an upcoming delegation | Action, then Edit |
Extend or shorten an active delegation | Action, then Edit, then End Date |
Stop a delegation | Action, then Delete |
Find current delegations | Status, then Active |
Review deleted delegations | Status, then Deleted |
Export delegation information | Export |
Show additional delegation columns | Manage Layout |
📌 Note: Time and Attendance Delegate temporarily transfers timesheet workflow responsibilities from one supported user to another for a defined period. The available Delegate To users are restricted by user type, timesheet permissions, and, for Client Contacts, relevant Parent and Client access.