Delegate access allows another employee to cover rota management for a specific site during a selected period.
Access applies only to the chosen site and ends automatically on the date you set.
This guide is designed for administrators, primary site managers and users with permission to manage site access.
👤 What a delegate can do
During the delegation period, the employee can help manage the selected site’s rota and related Time & Attendance tasks, including:
Shifts
Open shifts
Timesheets
Approvals
Delegate access is limited to protect sensitive information and maintain control:
Delegates cannot view employee pay rates
Delegates cannot add, edit or remove other delegates
Their access only applies to the selected site
The site’s primary manager remains unchanged
🔐 Who can manage delegate access
Delegate access can be managed by:
Company administrators
The site’s primary manager
Users with the relevant site-management permission
If you cannot see “Delegate access” for a site, you may not have the required permission.
➕ Add a delegate
Go to Time & Attendance
Open the Team Rotas tab
Find the site you want the employee to cover
Select the Delegate access people icon in the site header
Under Add delegate, select “Choose employee”
Search for and select the employee
Choose the Starts and Ends dates
Select “Add delegate”
If the icon is not displayed in the site header, open the site’s More actions menu and select “Delegate access”.
The employee’s access will begin on the selected start date and end automatically on the selected end date.
🔍 Which employees can be selected
The employee list shows eligible active employees who work in the same legal entity as the selected site.
This means:
The employee does not need to work at that specific site
Employees from other sites in the same legal entity may be available
Employees from a different legal entity will not appear
The site’s primary manager will not appear
Employees who are already active delegates for the site will not appear again
If you cannot find an employee, check that they have active employment in the same legal entity as the site.
📅 Change a delegate’s dates
Open “Delegate access” for the site
Find the employee under Active delegates
Select “Edit”
Update the start date or end date
Select “Save changes”
The end date must be the same as or later than the start date.
A delegation period can be set for up to 180 days.
🗑️ Remove delegate access
Open “Delegate access” for the site
Find the employee under Active delegates
Select “Revoke”
Confirm that you want to remove their access
The employee’s delegated access to the site will end immediately.
Revoking access does not remove the employee from Givver, change their employment details or affect their normal site assignments.
🧠 Things to keep in mind
Delegate access does not replace the site’s primary manager
Access begins and ends automatically according to the selected dates
Delegates cannot view employee pay rates
Delegates cannot grant access to other employees
Delegate access only applies to the selected site
Let the employee know when access has been granted and when they are expected to provide cover
💚 Need help? Contact your administrator or reach out to our support team.