Overview
Delegation lets someone else act for you in Smartbills. An executive assistant submitting expenses for a director, or a colleague approving reports while an approver is on leave, both work through delegation rather than by sharing a password or handing over a role. Find it at Settings > Organization > Delegation.Everyone can set up a delegate, whatever their role. It is a personal arrangement rather than business configuration.
Why not just share access
Two reasons, and both matter if you are ever audited. Sharing credentials makes every action look like yours, so nobody can tell afterwards who actually approved a claim. Promoting someone to a higher role gives them far more than the specific thing you needed covered, and it usually outlives the absence that prompted it. Delegation avoids both. Actions taken by a delegate are recorded against both people, and the arrangement is visible and revocable.Set up a delegate
1
Open delegation settings
Go to Settings, then Delegation under the Organization group.
2
Choose who acts for you
Select the colleague. They must already be a member of the same business.
3
Confirm
Delegation is a two-sided relationship, so the request is recorded and the other person is aware of it rather than being silently given access.
Requests from others
Someone asking to act on your behalf appears as a request for you to accept or decline. Review these carefully. Accepting grants a real ability to act in your name.What a delegate can do
A delegate acts within your permissions, not their own. Delegating to a colleague does not grant them anything you do not have, and it does not raise their own access anywhere else.Every delegated action is attributed
Actions taken through delegation record both the delegate and the person delegated for. An approval made on your behalf shows as exactly that in the audit log, so the trail stays intact. See Audit log.Ending a delegation
Remove the delegate from the same settings page. Access stops immediately. Actions already taken remain in the record, as they should.Related
Roles & permissions
What your delegate inherits
Audit log
How delegated actions are recorded