Delegates
The key to running a successful Lodge is delegation.
Although a fantastic secretary often bears the burden of lots of tasks, it would be even better to allow other Lodge Members to contribute.
In The Working Tools, we do this with Delegates; Users who share access to your Lodge.
They're invited by you and don't require their own subscription.
There is no limit on the number of Delegates you can invite to your account.
Inviting a Delegate
theworkingtools.co.uk/delegates
To invite a Delegate, visit the Delegates page (under Settings).
Click Invite a Delegate and provide the Name and Email address of the new Delegate.
You can also choose a Permission Set for the Delegate at this point, which controls what parts of the system they can access. If you haven't created any Permission Sets yet, the Delegate will have no specific permissions until you assign one.
An email invitation will be sent to the Delegate offering them access to your Lodge, with a link they can click to accept.
If a Delegate is already a Working Tools user, your Lodge will be added to their access list. If they're not already a user, they'll be taken directly to your Lodge when they login.
Setting a Password for a Delegate
By default, new Delegates receive a randomly generated temporary password via email.
However, if your Delegate may struggle with a random password (for example, if they're less comfortable with technology), you can set a password for them yourself.
When inviting a Delegate, tick the "Set a password for this delegate" checkbox. You'll then be able to enter a password of your choice.
The password must be 8-30 characters and include an uppercase letter, lowercase letter, number, and symbol.
When you set a password, it won't be included in the Delegate's welcome email. Instead, you can tell them the password directly - by phone, in person, or however works best for you.
This makes onboarding much easier for Delegates who prefer a simpler, more personal approach.
Delegate Permissions
You can control exactly which parts of the system each Delegate can access by using Permission Sets.
A Permission Set is a named collection of permissions that you create and assign to your Delegates. For example, you might create a "Treasurer" Permission Set that only grants access to the Treasurer area, or a "Secretary" set with broader access.
Every Lodge comes with a built-in Full Access Permission Set, which grants access to everything. This cannot be edited or deleted.
Regardless of their Permission Set, all Delegates can always access their own Settings page to manage their password and account details.
If you have multiple Lodges on your subscription, Delegates must be invited and assigned permissions on a per-lodge basis. They won't automatically have access to additional Lodges.
Creating a Permission Set
theworkingtools.co.uk/settings/roles
To create a Permission Set, visit the Delegates page (under Settings) and click Manage Permission Sets.
Click Create Permission Set to open the creation form.
Give your Permission Set a descriptive name (e.g. "Treasurer", "Almoner") and tick the permissions you'd like to include. The available permissions are grouped by area:
- Members — View, Create/Edit, and Delete Members
- Events — View, Create/Edit, and Delete Events
- Treasurer — View and Manage the Treasurer area
- Reports — View Reports
- Documents — View, Create/Edit, and Delete Documents
- Tools — View Tools and Send Emails
- Settings — Manage Delegates and Manage Permission Sets
You can edit or delete Permission Sets at any time. A Permission Set cannot be deleted while it is still assigned to a Delegate.
Assigning a Permission Set
theworkingtools.co.uk/delegates
Permission Sets are assigned on the Delegates page. Each Delegate has a dropdown in the Permissions column where you can select their Permission Set.
Choose the Permission Set you'd like to assign and click Save. The change takes effect immediately.
You can also assign a Permission Set when first inviting a Delegate.
Removing a Delegate
theworkingtools.co.uk/delegates
To remove a Delegate, find their record on the Delegates table and click Revoke.
Check the name of the delegate to be removed. To confirm, click Revoke Delegate Access.
Once revoked, the Delegate will lose their access to your Lodge immediately and any current sessions will be ended.
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