New Functionality in the 12.1 Release
Adding Delegates for someone else
Creating a Reservation as a Delegate
Example of Reservation flow without Search For Person Field
Example of Reservation Flow when using the Search For Person field
New Functionality in the 12.1 Release
In version 12.1 released July 9 2022, Delegates are able to manage reservations owned by users for whom they are a delegate. The existing functionality allowing Delegates to create reservations for others remains. Managing includes making modifications to reservations that are not in a final state and performing actions such as the following for those reservations:
- Cancel
- Check in (user must have the right to check in via the desired interface)
- Check out
- End
- Gap (cancel the reservation for a specified time frame)
- Change date/time
- Change room
- Add invitees
- Add to calendar
- Add/remove Related Assets (Child Assets)
If the Delegate is not the reservation creator, the reservation will not appear on their home page or in "My Reservations & Requests." That page lists reservations created by or owned by the logged in user. The Delegate may navigate to the desired reservations in the following ways:
1. My Team: In the web application, go to the home page, and click on the "My Team" tile for the desired user. Reservations for the next two weeks are loaded by default. Change the search criteria if necessary. Click on the desired Reservation Name and you will be taken to the Manage Reservation screen, where you can modify and/or perform actions on the reservation.
2. Search in the Header (web): At the top of the screen in the web application, go to the "Search for Person/Reservation/Asset" field. Type two or more characters and press enter. There are three tabs of results.
- In the People tab, you can press the View button to see that user's reservations and search for reservations. Click on the desired Reservation Name and you will be taken to the Manage Reservation screen, where you can modify and/or perform actions on the reservation.
- In the Reservations tab, reservations matching the Reservation Name, Owner Name or Confirmation Number will be listed. You can sort/filter by Asset Name if desired. Click on the desired Reservation Name and you will be taken to the Manage Reservation screen, where you can modify and/or perform actions on the reservation.
For a Delegate to manage a reservation owned by someone else in the mobile application, they must be the reservation creator. They can access the reservation by tapping Manage Reservations on the home screen, and then tapping on the desired reservation tile to go into the Manage Reservation screen. There is also a search for People/Reservations/Assets in the mobile application, but there is no link from the results to the Manage Reservation screen, so Delegates will be able to view these reservations but not manage them. To search in the Mobile Application: On the home screen, tap on the magnifying glass at the upper right. This will open the "Search for People/Reservations/Assets" field. Enter two or more characters and search. There are three tabs of results, with navigation at the bottom of the screen.
- In the People tab, you can tap the Reservations button to see that user's reservations.
- In the Reservations tab, matching reservations will be listed.
Overview
Delegates can make reservations on behalf of specific users. This differs from the "Book for Another" feature which is related to the right to "Create Reservations for Another User & Manage Another User's Reservations." Book for another allows the user to create and manage reservations for any user. As a Delegate, a user can only make and manage reservations for users who have added them as their Delegate, unless they ALSO have the right to "Create Reservations for Another User & Manage Another User's Reservations."
FAQ
- Is this something that can be managed in bulk through the DMU? Not at the present time.
- Does this take the rights from an individual making their own reservations if a Delegate is set? Yes, the permissions of the Delegate are used for room availability, etc.
- Who grants someone as their delegate? If it is the end user, what permission set do they have to have? The end user may add their own delegates if they have the right to "Manage Own Delegates." The end user may add delegates to other users if they have the right to "Manage Another User's Delegates."
Rights
Users may add their own delegates if they have the right to "Manage Own Delegates." Users may add delegates to other users if they have the right to "Manage Another User's Delegates."
Adding Delegates for yourself
By default, no delegate assignments exist. The Delegation tab has a Delegate For section at the top which lists users who have added you as their delegate. You can make reservations on their behalf. The My Delegates section lists users who can make reservations on your behalf.
Click on Add Delegate to search for delegates. If the button is disabled, you do not have the right to manage delegates.
Type a location, first name, last name or email address in the appropriate field to search for the desired users. Check off the ones you want to add and press Apply.
The users that were selected in the search are added to My Delegates.
Adding Delegates for someone else
Admins and users who have the right to Manage Another User's Delegates can add delegates to other users. Go to Settings -> Users -> Manage a User -> Delegation
Type a location, first name, last name or email address in the appropriate field to search for the desired users. Check off the ones you want to add and press Apply.
The selected user has been added to My Delegates. Once the Save button has been pressed, the Delegate is able to make reservations on behalf of the user.
Creating a Reservation as a Delegate
In this example, Jennifer Anderson is the logged in user. She is a Delegate for 4 users and also has 2 Delegates who can book on her behalf. Also she has the right to "Create Reservations for Another User & Manage Another User's Reservations" so she will see the Search for Person field when she selects the new owner.
The Delegate's permissions are used. The Delegate performs an availability search and selects a room to reserve. The Delegate presses Change Owner.
The users listed at the top of the Select New Reservation Owner window are the users for whom Jennifer is a Delegate. In this scenario, the Delegate also has the right to "Create Reservations for Another User & Manage Another User's Reservations" so they have the Search for Person field. This allows them to search for any user.
The Delegate selects desired reservation owner by clicking on the radio button next to that user's name.
The new owner has been selected and the Select New Reservation Owner window closes.
The new owner (Jerry Hahn) is now displayed. If the user clicks on the X next to the new owner's name, they will become the reservation owner. The delegate changed the reservation name and entered a text in the Comments field (formerly called the Description field). The delegate can add assets or press the Submit button.
After the reservation has been submitted, Jerry's reservation is listed on Jennifer's My Reservations & Requests screen because she was the creator. It will also appear on Jerry's screen.
Example of Reservation flow without Search For Person Field
In this scenario, the Delegate does not have the right to "Create Reservations for Another User & Manage Another User's Reservations" so they do not have the Search for Person field. The Select New Reservation Owner window only displays the users for whom this Delegate can make and manage reservations.
The Delegate has selected one of the users for whom they are a delegate and that user becomes the reservation owner. User must press Submit to save.
Example of Reservation Flow when using the Search For Person field
In this example, the Delegate has the right to "Create Reservations for Another User & Manage Another User's Reservations" so the Search for Person field is dislayed in the Select New Reservation Owner window. The Delegate starts typing a name in the field and matching results are returned.
The user has selected Fitz Kirkpatrick as the new owner and must press Submit to save. The reservation will then be listed in Fitz Kirkpatrick's upcoming reservations.
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