How to assign Delegation permissions

The Delegation feature allows users to send recognition and awards on behalf of someone else—typically a senior leader or executive. This is ideal for executive assistants, HR team members, or others who help manage engagement programs behind the scenes.

With Delegation, admins can assign delegate permissions so specific users can send recognition or awards on behalf of another person. These messages appear as if sent by the original sender (the delegator), and recipients won’t see any indication that someone else submitted them. 

Note: Even users with Administrator status (admin) must be granted Delegation permissions before they can send recognition or awards as delegates.

• A manager wants their recognition message to appear as if it came from the CEO for added impact
• An executive assistant needs to give an award from a senior leader who’s unavailable
• HR wants to maintain a consistent voice by sending awards from a central leadership account
• Internal communications teams send bulk awards or messages signed by C-suite executives
• Large organizations delegate leadership messages to ensure timely delivery during campaigns

Assigning delegate permissions

1. Go to Admin > User management > Delegation
2. Click Assign delegates
3. In the Delegate(s) field, search for and select the user(s) or team(s) who should send recognition or awards
4. Under Can send, choose what actions they’re allowed to perform: send Recognition, Awards, or both
5. In the Delegator field, select the user the delegate(s) will act on behalf of
6. Click Save to confirm
   • Both the delegate and delegator will receive a one-time email notification when delegation permissions are set up

Note: Multiple delegates can share the same permission, but each permission applies only to a single delegator. Admins can set up as many delegation permissions as needed. 

Sending recognition or awards as a delegate

1. Go to Admin > User management > Delegation
2. You’ll see a list of users you’ve been granted access to send on behalf of
3. Click Send recognition or Send an award next to the appropriate name
4. Complete the recognition or award form as usual and send

Note: Messages sent through delegation will appear as if sent by the delegator. There is no visible indication to the recipient that someone else submitted it.

Managing delegates

1. Go to Admin > User management > Delegation
2. Review the current list of active delegates, including:
   • Delegate name
   • Actions they’re allowed to send
   • Delegator name
   • Assignment date
3. Click the three-dot menu next to a delegate entry to:
   • Edit permissions
   • Remove delegate access

Tracking and reporting delegate activity

Delegate activity is visible in both the Recognition activity and Points Transactions reports. Any recognition or award sent by a delegate will appear as “via [delegate name]” (e.g. Mai Liem via Farah Taylor). This attribution is also included in the downloadable CSV export for both reports.

• Use delegation for temporary coverage during absences or busy periods
• Clearly communicate expectations and tone to delegates to ensure consistency
• Regularly review and update delegate permissions to reflect team changes
• Encourage delegators to occasionally review messages sent by their delegates for alignment
• Double-check award permissions and timing before sending to preserve credibility

Q: Can regular users tell when a message is sent by a delegate?
A: No. To recipients, messages appear as if sent by the delegator. The delegate’s name is not shown publicly.

Q: Can one person delegate to multiple people?
A: Yes. A delegator can be assigned several users to send messages on their behalf.

Q: Can one person send on behalf of multiple leaders?
A: Yes. A delegate can be assigned to multiple delegators, but each delegation must be set up individually—one permission per delegator.

Q: Can delegates send both recognition and awards?
A: Yes, if both permissions are selected during setup.

Q: Will anyone be notified when a delegation permission is set up?
A: Yes. Both the delegate and the delegator will receive an email and in-app notification when permissions are assigned.

Problem: The Delegation section is missing for a user

• Ensure they’ve been granted delegation access by being assigned at least 1 permission
• Administrators without any delegate permission will not see the Delegation section

Problem: Delegate can’t send a specific award

• Confirm the award is available to the delegator / the delegator has permission to send the award
• Ensure the delegate has been granted permission to send awards

Problem: Delegate activity not showing in reports

• Ensure the message was actually sent using the delegate feature
• Confirm the message falls within the selected date range