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Assign (add) delegate to host manually

Learn how to manually assign delegates to take action on others’ behalf

Anna Allen avatar
Written by Anna Allen
Updated over 4 months ago

This article is part of the Commercial Rewards Card paid plan guide. You can navigate back to the guide with the previous link and take the next onboarding steps.

Purpose

This article describes how to assign delegates manually to take action on behalf of their assigned hosts, rather than importing delegate assignments in bulk. It also covers how to manage host/delegate relationships and delegate access.

You can review our other articles to learn more about delegates, in general.

Audience

This article is directed toward administrators with a paid TravelBank expense and travel management account. It also applies to Commercial Rewards Card program administrators on a paid plan.

Overview

You can view delegate information on the TravelBank Delegates page:

From the left navigation menu, select Company Settings > Employees > Delegates.

The hosts column is on the left, and the delegates column is on the right. The assignments are grouped by the hosts assigned to each delegate.

Note: In order to assign a delegate to a host, both users must have activated their accounts.

Assign (add) delegate to host manually

On the Delegates page (that is, Company Settings > Employees > Delegates) take the following steps to assign/add a delegate to a host. You can assign/add delegates manually or through a bulk import.

  1. Select Add New Hosts & Delegates at the top-right corner of the page (see Figure 1). This brings up an Assign New Hosts & Delegates dialog (see Figure 2).
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    Figure 1. Company settings, employees, delegates page; Add new hosts and delegates button at the top-right corner of the page is outlined for emphasis

    Figure 1. Add New Hosts & Delegates button
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    Figure 2. Assign New Hosts and Delegates dialog, including the following message: Delegates can perform all tasks within TravelBank on the host’s behalf unless otherwise restricted within Delegate Access controls.

    Figure 2. Assign New Hosts & Delegates dialog
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  2. In the dialog, type the name of the host (that is, the account you want to grant access to) in the Hosts field, and select the name from the dropdown options that appear (see Figure 3). Take the same action in the Delegates field, but for the employee you want to have access.
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    Figure 3. Assign New Hosts and Delegates dialog with “employee” typed into the Hosts field and relevant drop-down options appearing

    Figure 3. Hosts field with dropdown options
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    ​Note: There are many options for assigning hosts and delegates:
    -Assign one delegate to one host (see Figure 4).

    Figure 4. Example Assign New Hosts and Delegates dialog with one delegate assigned to one host

    Figure 4. Example of assigning one delegate to one host
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    -Assign multiple delegates to one host (see Figure 5).

    Figure 5. Example Assign New Hosts and Delegates dialog with multiple delegates assigned to one host

    Figure 5. Example of assigning multiple delegates to one host
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    -Assign one delegate to multiple hosts (see Figure 6).

    Figure 6. Example Assign New Hosts and Delegates dialog with one delegate assigned to multiple hosts

    Figure 6. Assign one delegate to multiple hosts
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    -Assign multiple delegates to multiple hosts (see Figure 7).

    Figure 7. Example Assign New Hosts and Delegates dialog with multiple delegates assigned to multiple hosts

    Figure 7. Assign multiple delegates to multiple hosts
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  3. Once you have assigned the hosts and delegates as needed, set the delegate permissions. In the Assign New Hosts & Delegates dialog, scroll down to the Delegate Access section (Figure 8). There you can toggle several fields to on or off.

    Figure 8. Assign New Hosts and Delegates dialog with the x to the right of each user’s name outlined for emphasis; deletes individual from host/delegate relationship

    Figure 8. Delegate Access
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    By default all toggles are set to On:
    -Allow Expense Reports: When the toggle is turned on, delegates can approve expense reports.
    -Approve Expense Reports for Self: When the toggle is turned on, delegates can approve their own expense reports.
    -Allow Travel Requests: When the toggle is turned on, delegates can approve travel requests.
    -Approve Travel Requests for Self: When the toggle is turned on, delegates can approve their own travel requests.
    ​

  4. To finalize your delegate assignments and permissions, select Save. This takes you back to the Manage Organization Hosts & Delegates page and now lists your host/delegate relationship in the list (see Figure 9).

Figure 9. Delegates page, list of host/delegate relationships with a new relationship added

Figure 9. New host/delegate relationship added to list

Manage delegates

To make changes to a host/delegate relationship, locate the host/delegate relationship you want to change, then select the blue pencil icon at the far-right of the row. This brings up the same Assign New Hosts & Delegates dialog that you use to add the host/delegate relationship. You can manage relationships or permissions, or both, from there.

Manage host/delegate relationships

  • To delete the entire host/delegate relationship, select Delete Hosts & Delegates at the bottom-left of the window (see Figure 10) and then select Delete to confirm your selection.

    Figure 10. Assign New Hosts and Delegates dialog with Delete Hosts and Delegates button at the lower-left corner of the window outlined for emphasis; deletes entire host/delegate relationship

    Figure 10. Delete Hosts & Delegates button
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  • To delete individual hosts or delegates from the host/delegate relationship, select the x to the right of the user’s name (see Figure 11) in the Hosts or Delegates field.

    Figure 11. Assign New Hosts and Delegates dialog with the x to the right of each user’s name outlined for emphasis; deletes individual from host/delegate relationship

    Figure 11. Delete individual hosts or delegates
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  • To add/assign delegates, follow the steps in the Add hosts and delegates manually section of this article.

Need help?

If you need help, contact the TravelBank support team:

  • Email support@travelbank.com.

  • From the website or mobile app: Open the left navigation menu and select “Chat with us”.

Publish date: April 19, 2022

Last update: August 26, 2024

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