Knowledge Base

Overview

Welcome to the Delegator Knowledge Base!

This page is designed to provide a detailed look at the functionality of Delegator. You can learn about product features and understand exactly how it works.

The Knowledge Base should have everything you need to know, not just to get started, but to get the most out of our product. If you feel there is something missing, then please get in contact with us.

Users and Organisation

ORGANISATION

Part of the signup process includes creating an organisation. This organisation represents your business, not-for-profit group, or team.

After signing up, you will be able to add users to your organisation. New users will receive an email with an invitation to join and setup their account. You can also change the name of your organisation from the settings page when logged in as an Administrator.

USERS

Administrators can invite their staff to join their organisation by creating a user from the Users page. When creating a user, you will specify a role which determines the level of access that they have to your organisation.

Our billing is based on the number of users that you have in your organisation, so creating a user will increase your monthly charge.

Users can also be disabled or deleted. Disabling a user will prevent them from logging in, and you won't be charged for them. Disabled users can be re-enabled at any time. Deleting a user cannot be reversed, and will permanently remove them from your organisation. When a user is deleted or disabled, any tasks assigned to them will be dropped.

When you add a user, they will receive an email with details on how to set their account password.

ROLES AND PERMISSIONS

Administrators

Administrators have the highest level of privileges. They can perform all typical task actions as well as manage billing related items and organisation level settings. The first administrator in the organisation will be whoever signed up, and you can't disable or delete the only remaining administrator.

They can:

  • Manage users
  • Update organisation information
  • View and manage billing information
  • Do all other actions that other roles can

Delegators

Delegators work closely with tasks, so they have access to task related items and can assign anyone to tasks. They are limited to read only access to users.

They can:

  • Manage task templates
  • Manage task labels
  • Create and Edit tasks
  • Assign users to tasks

Team Members

Team members can interact with tasks and have read only access to users.

They can:

  • View tasks
  • Assign themselves to tasks
  • Transition tasks that they're assigned to

In a typical scenario, you might have one Administrator (since they can invite other users and are responsible for billing), and then have people who normally delegate work as Delegator's. The rest of the team would then just need to be Team Members.

USER ACTIVITY LOG

We keep a log of any interactions that users have with Delegator, whether it's on the web or mobile applications. You can view the activity log of a user by clicking on the More Info button on their profile, and viewing the activity tab.

This log is limited to 1 week on our basic plan, but you can get access to an unlimited log when you upgrade to Delegator Premium.

Task Lifecycle

FLOW

Tasks are created and managed from the Delegate board. The Delegate board gives you a Kanban style overview of all your tasks. When you create a task the minimum information we need is a title and its priority.

When creating task it can either be made to be available immediately, or you can choose to schedule it as a future job.

Scheduled tasks can be moved manually to Ready status at any time. Alternatively we will automatically move it to Ready status at its scheduled date and time.

When a task is Ready it indicates that it should be started by someone.

In Progress tasks indicate that someone is working on it, as a result a task can't be moved to In Progress until it has an assignee. Since priorities can change, a task that's in progress might get delayed or need to be dropped completely.

If a task gets Delayed, the person who delays it will be asked how long (or until when) it will be delayed and a reason for the delay. Delayed tasks can get delayed again if required.

When a task is Completed that means it's done!

Finally, tasks can be Cancelled at any time.

SCHEDULING TASKS

When creating a task, you may choose to schedule it as future work. You specify the date and time that it's scheduled to be done, and may optionally set a reminder notification. If someone is assigned to the task when the notification is due to go out, we'll send it to them. If no-one is assigned then we'll send it to all users in your organisation.

If you need to start a scheduled task earlier than expected then you can transition it to Ready at any time. Alternatively, we'll automatically move it to Ready when it's due to begin.

We're currently working on a calendar style view which will enable you to better visualise and manage your scheduled work.

DELAYING TASKS

Sometimes priorities change, so users are able to delay tasks that are currently in progress. When delaying a task we'll ask for the amount of time to delay it for, or a specific date and time to delay it until. A reason must also be provided so that there's visiblity as to why tasks are being put off. The task info popup will have some more information available when a task has been delayed too.

When the time is up on the delay we'll send a notification to the user reminding them that it was delayed and that it should be started again. A delayed task can also be delayed again, but the same requirements will apply.

DROPPING TASKS

Dropping a task will instantly unassign it and update its status to Ready. A task can be dropped when it's in progress or has been delayed. This is a useful feature if someone is unable to work on that task anymore and someone else is required to pick it up.

NOTIFICATIONS

We'll send notifications to users when certain events occur. Notifications can be turned off or snoozed for a period of time so you can stay focussed. Only specific people will receive notifications based on the type of event, and who caused it to occur.

The full list of notifications is currently:

Who gets it? When do they get it?
All users A task is created with no assignee
All users When a task is dropped
All users When a task has been escalated
All users When a scheduled task with no assignee begins
All users When a scheduled task with no assignee is due to begin soon
Task creator The assignee delays the task
Assignee Their assigned task is cancelled
Assignee The creator of the task delays it
Assignee When they are assigned to a task that is ready
Assignee When their scheduled task begins
Assignee When a scheduled task is due to begin soon, if a notification was set

Task Management

TEMPLATES

Templates are a tool designed to streamline creating tasks, and enable some extra features. When selected from the drop-down in the create task popup, a template will auto-fill with your templates values. These can be easily created, edited or deleted in 'Settings'.

Task templates are configured with a title, priority, time estimate, description, and escalation rules. Only the title is required.

ESCALATION RULES

Escalation rules are a feature of task templates. They are used to automatically escalate a task by increasing its priority if it has been sitting unassigned for a defined period of time. These rules will only apply to tasks that were made from a template that has rules defined.

We'll send a notification to all users if a task gets escalated.

LABELS

Labels can be allocated to tasks to help categorise them under common themes. Labels can be created, edited or deleted in 'Settings'. If you delete a label then it'll be removed from any tasks.

Labels have a name and a colour.

TASK ACTIVITY LOG

We keep a log of any events that occur in relation to tasks. These events might be triggered from user interaction, or automated events such as escalations. You can view the activity log of a task by viewing its info, and switching to the Activity tab.

This log is limited to 1 week on our basic plan, but you can get access to an unlimited log when you upgrade to Delegator Premium.

Billing

BILLING CYCLE

Each Organisation is billed per user, per month. If you have a team of 5 staff, who all use Delegator, you will be billed for 5 users at the end of the month. If you add a user in the middle of the billing cycle, you will only be charged for that user for the number of days they existed (pro rata).

You will be billed every month on the aniversary or your subscription date.

CHARGEBEE

Our subscriptions are managed through a third party, Chargebee.

Chargebee collects and stores your payment information for the processing of your monthly subscription.

MANAGING SUBSCRIPTIONS

To manage your subscription, you can select 'Open Billing Console' in the web application settings under Billing. This opens the Billing console linked to Chargebee within the web application.

From here you can:

  • Update your billing information
  • Manage payment methods
  • View invoices
  • Apply coupons
  • Cancel your subscription

PAYMENT METHODS

Chargebee accepts many payments methods including direct debit, credit cards and paypal. You can update your payment methods in the Billing console.

VIEWING INVOICES

You'll receive an invoice email on your subscription aniversary each month. If you need to change this email address, it can be done from the account information in the billing console.

GLOSSARY

User - A person with login credentials that can use the software under an organisation.

Role - A set of permissions that are tied to a user that permit them to do actions within the application.

Team Member (Role) - A basic user of the app with limited permissions.

Delegator (Role) - A user of the app with more permissions focussed on managing tasks.

Administrator (Role) - A user of the app with all permissions, specifically access to billing related items.

Task - A job to do that is tracked and assignable to users.

Delegate Board - The main page of the application, where tasks can be viewed, manipulated and monitored from creation to completion.

Task Flow - The journey of a task from creation to completion or cancellation. Including delays etc.

Delayed task - A task that has been paused or parked by a user.

Dropped task - A task that has been unassigned and automatically transitioned to ready

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