Delegates: capabilities and administration

Introduction

Required role: LMS admin.

Delegates are users who manage other users without breaking or changing the current organizational hierarchy. Any Learn365 user, including line managers and proxy managers, can be a delegate who can manage any user within the organization.

LMS admins can assign and manage delegates via the Learn365 Admin Center.

Delegate capabilities

From the Line Manager Dashboard, delegates can take over the following responsibilities:

• See a list of their team members. If a delegate is a line manager or a proxy manager, they’ll continue to see their own direct reports and subordinates too.
• View learners' progress and perform related actions on the Learner’s Progress dashboard via the Line Manager Dashboard. For information about the Learner’s Progress dashboard on the Line Manager Dashboard, see this article.
• Access the same catalogs from the catalog drop-down menu as their team members.
• Enroll their team members in, and unenroll them from, courses and training plans.
• Review and approve their team members’ assessments, if they're assigned as an assessment supervisor and the assessment has the Line manager role as its supervisor.
• Access the My Team’s Training Status card on the My Training Dashboard > Overview page for the team members. Delegates will also see a link to the Line Manager Dashboard from My Training Dashboard. For information about My Training Dashboard, see this article.

For information about the Line Manager Dashboard and its capabilities, see this article. To learn more about user administration on the Line Manager Dashboard, see this article.

View delegates

Go to the Learn365 Admin Center > All catalogs > Users > Delegates. The Delegates page opens. This page shows the following information:

• Delegates. The delegate’s first and last name.
• The delegate’s basic information: Email address, Job Title, Department, Office, City, Country.
• Team members. The number of team members assigned to the delegate.
• Actions. Edit the delegate’s team members and Unassign delegates.

Here, you can select a column heading to sort the information in alphabetical or numerical order (ascending or descending) and filter the information by selecting the relevant checkboxes in the column filters. You can also Search for a proxy manager. The search runs on the Delegates and Email address columns.

Assign a delegate

1. Go to the Learn365 Admin Center > All catalogs > Users > Delegates > Add delegate. The Assign new delegate panel opens.

2. In the Selected delegate field, enter the name of a delegate then select them. You can add more than one delegate.

3. In the Selected team members field, enter the name of a team member then select them. You can add more than one team member.

4. Select Save. The Delegates page displays the newly added delegates.

Edit a delegate

You can remove team members from or add them to a particular delegate by following these steps:

1. Go to the Learn365 Admin Center > All catalogs > Users > Delegates. The Delegates page opens.

2. Select Edit () next to the delegate. The Edit delegate panel opens.

3. In the Selected team members field, enter the name of a team member then select them to assign team member to the delegate, or select the cross icon () next to the team member’s name to unassign them.

The Selected delegate field can't be edited. 

4. Select Save and, on the confirmation screen, select Yes. The Delegates page displays the delegate with the updated number in the Team members column.

Unassign a delegate

You can unassign a delegate from all their team members by following these steps:

1. Go to the Learn365 Admin Center > All catalogs > Users > Delegates. The Delegates page opens.

2. Select Unassign () next to the delegate.

3. On the confirmation screen, select Unassign. The delegate is removed from the Delegates page. 

After unassigning a delegate, you can assign the same delegate back to the same user, or you can assign the former team member as a delegate and the former delegate as a team member.