User delegation
Who may book, change or cancel a booking in somebody else's name — the organizer, an assistant set up as their delegate, and a booking manager from the management console — whose room rules and time limits then apply, and what nobody can do, whoever they are.
A booking belongs to its organizer, and user delegation is how somebody else gets to act for them. It surprises people in two directions: an assistant set up as a delegate can change and cancel a director’s bookings, not just make them, and a booking manager can cancel anybody’s booking from the management console. Nobody else can.
Who can change or cancel a booking that is not theirs
| Who | Edit | Cancel | Where |
|---|---|---|---|
| The organizer | Until it starts | Until it starts, or later where the room allows | The app, the panel, a lobby board |
| A delegate of the organizer | The same as the organizer | The same as the organizer | The app — switch My calendar on the home screen to that person |
| A booking manager | Also while it is under way | Any time before it ends | The management console, for rooms in their own branch |
| An attendee or a host | No | No | — |
| Anyone, once the meeting has finished | No | — | — |
A delegate is set on the assistant’s user record, listing the people they may act for — see Set up user delegates. A booking manager holds the Booking manager (Write) permission — see Who can open the management console.
Whose rules apply: the organizer’s
When a delegate books, edits or cancels, the booking is judged as though the organizer were doing it:
- Limit user can edit or delete booking before it start is the organizer’s room rule. When it freezes a booking for the director, it freezes it for the assistant too.
- Allow cancel while waiting check-in and Allow cancel while in use are read the same way.
- A team space room is offered only if the organizer may book it — not the person clicking.
- The organizer’s quota is charged.
A booking manager is held to the edit limit as well, unless the room’s policy carries a Booking manager override rule that relaxes it. The console’s Cancel is not held back by the limit.
The console route
Allow booking manager book for user, on a room’s Create/Edit booking channel page, closes the console off for creating and editing that room’s bookings. It does not stop a manager cancelling one. See Choose where a resource can be booked from and, for dragging a booking to another time or room, Move a booking on the management calendar.
What a delegate sees
Information Confidentiality Level on a room hides a booking’s detail from everybody except the organizer and the people who manage bookings. A delegate is not on that list, so a confidential or private booking reads as occupied to the assistant too. See What a private booking hides.
What this does not control
- Hosts. Booking host names who a meeting is for; it gives the host no right to change it.
- Other permissions. A delegate acts in booking only, and inherits nothing else from the person they cover.
- Events. An event’s owner, editors and assistants are a separate system — see Owner, editor and assistant.