Authorized users can delegate access to their Dayforce accounts. Delegation is commonly used when a manager is unavailable for a period of time, such as during an extended leave of absence. A delegate can log in to the user’s account and perform actions on their behalf such as authorizing timesheets or approving time away requests.
Users can configure delegation access in either of the following locations:
- In Profile, in the Settings > Preferences screen.
- In People, in the Security Settings > Security Access screen, in the Delegation tab.
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.
- More than one delegate can be active for the same time period. For example, one delegate might have access to pay information while another has access to documents.
- A user can be a delegate for multiple employees at the same time.
A user might need to give a delegate access to some areas of their account and restrict access to other areas. When configuring delegation, users can restrict which data and feature areas the delegate can access. In Profile, the options are grouped into the Restrict Private Information and Restrict Message Center Access sections. In People, the same options are available but they’re not grouped.
Administrators can hide these restriction options from certain user roles in HR Admin > Delegation Setup.
Role feature access: HR Admin > HR Admin > Delegation Setup
The HR Admin > Delegation Setup screen lists all user roles in your organization with two checkboxes for each role:
- Hide Private Information Restriction controls: Hides the checkboxes used to restrict access to:
- Pay information
- The Compensation feature
- The Performance feature
- The Succession feature
- Personally identifiable information (PII) documents
- Hide Message Center Access Restriction controls: Hides the checkboxes used to restrict access to areas of Message Center.
By default, both checkboxes are cleared for all user roles, and users can control restrictions to private information and Message Center folders when configuring delegation in Profile or People.
When you select one of these checkboxes for a user role:
- Users with that role don’t see the corresponding options to restrict access when configuring delegation in Profile or People.
- All of the hidden restriction options are selected by default in the background.
- Delegates don’t have access to any of the data or feature areas controlled by these options.
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 section. All of those restrictions are added in the background and the delegate doesn’t have access to these areas. Because the Hide Message Center Access Restriction controls checkbox is cleared, users with the Manager role can control their delegates’ access to their Message Center folders.
Existing Records
If a user creates a delegation record before you select the Hide Private Information Restriction controls and Hide Message Center Access Restriction controls checkboxes for their role, Dayforce hides the restriction controls from the user going forward, but keeps the settings for existing records.
For example, a user creates a delegation record, leaving the Performance Feature Access checkbox cleared. At a later point, you select both of the checkboxes for the user’s role. Although the user no longer sees the controls when they open 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.