Authorized users can delegate access to their accounts. Delegation might be necessary, for example, when an employee requests an extended leave of absence. A delegate with access to the employee's account can log in and authorize timesheet entries on their behalf. That way, the employee is paid for the time that they worked before their absence.
Important: For security reasons, access should be delegated from managers to other managers rather than from managers to employees.
The following points apply to a delegation:
- Managers can cancel a delegation.
- Managers can edit an existing delegation and change any of the values.
- It’s possible to have more than one active delegate for the same period. For example, delegate #1 has access to pay information, and delegate #2 has access to documents.
- A user can be a delegate for multiple employees at the same time.
Use HR Admin > Delegation Setup to configure settings for the delegation of user accounts.
Role feature access: HR Admin > HR Admin > Delegation Setup
HR Admin > Delegation Setup shows a list of your organization's roles beside a Hide Private Information Restriction controls checkbox, as shown in the following screenshot:
The Hide Private Information Restriction controls checkbox is cleared by default for all roles. When you select it for a role, users with that role can’t see the following sections or controls in Dayforce:
- The Restrict Private Information and Restrict Message Center Access sections in the Delegation Access dialog box of the Settings > Preferences subtab in Profile:
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- The following columns in the Delegation tab of the Security Access section in the Security Settings screen of People:
- Restrict Pay Information Access
- Restrict Compensation Feature Access
- Restrict Performance Feature Access
- Restrict Succession Feature Access
- Restrict PII Documents Access
- Restrict Compose - Messages
- Restrict Approvals - Messages
- Restrict Messages - Messages
- Restrict Reports - Messages
- Restrict Notifications - Messages
- Restrict Actions - Messages
When new delegations are created by users who have this checkbox selected, these checkboxes are selected in the background.
For example, you select the Hide Private Information Restriction controls checkbox for the Manager role. When a user with the Manager role creates a delegation in Profile, the Delegation Access dialog box doesn’t show the Restrict Private Information and Restrict Message Center Access sections. However, all of these restrictions are added and the delegate doesn’t have access to these areas.
Existing Records
If a user creates a delegation record before you select the Hide Private Information Restriction controls checkbox for their role, Dayforce hides privacy controls from the user going forward, but keeps the settings of the existing records.
For example, a user creates a delegation record, leaving the Performance Feature Access checkbox cleared. At a later point, you select the Hide Private Information Restriction controls checkbox for the user’s role. Although the user no longer sees private information controls when they open the details of the delegation record, the Performance Feature Access checkbox remains cleared in the background.
Multiple Active Roles
If a user has multiple active roles, this setting is specific to the role that the user is logged in with.
For example, a user has a default role of Manager and a secondary role of Employee, and you hide private information controls for the Employee role but show them for the Manager role. When the user logs in with the Manager role, the private information controls are shown, but when they log in with the Employee role, the private information controls are hidden.
Additional Delegation Configuration
Enable Delegation Role Access for the Main Application
In System Admin > Roles, in the Features tab, select the Profile > Profile Menu > Settings > Preferences > Delegate checkbox.
Enable Delegation Role Access for the Mobile App
In System Admin > Roles, in the Features tab, select the Mobile > My Profile > Delegation checkbox.
Configure Delegation Exclusions for User Roles
To exclude user roles from delegation, in System Admin > Roles, in the General tab, select the Exclude Employees with this Role from Delegation checkbox.
Configure the Maximum Delegation Duration Property
To set the maximum number of days for a delegation, in System Admin > Client Properties, in the Properties tab, enter a whole number in the Delegation Duration Maximum (in Days) field in the General section.
When a maximum delegation duration is set, you can’t select an effective date range that goes beyond the specified number of days.