A quick and easy guide to giving someone temporary access to a Lead or Customer record, without needing to change the owner.
Delegated access is perfect when someone needs visibility of a record for a short time. Whether it's covering holiday leave, lending specialist knowledge, or helping with presales, delegation keeps things moving, without giving up control.
What’s Delegated Access All About?
Delegated access lets another user view and work on a Lead or Customer record they don’t own.
Here’s when it’s handy:
🧳 Covering annual leave – A colleague can step in while you’re away
🤝 Team support – Bring in a specialist to help with a deal
📋 Presales tasks – Let someone gather info without changing the record owner
How Do I Delegate Access?
Open the Lead or Customer record.
Click the Actions dropdown and choose Delegate Access.
Pick the user you want to delegate to and set an expiry date. (This will default based on your settings.)
Both you and the delegated user will get an e-mail with the details.
Where Can I View or Remove Delegated Access?
To manage who has access:
Go to the Access tab on the Lead or Customer record.
You’ll see a list of current owners and delegated users.
Click the 'X' button next to a name to remove their access (Admins only).
Want to See All Delegations in One Place?
Go to Settings:
Settings ➡️ Customer Management / Lead Management ➡️ Customer Delegations / Lead Delegations
From here, you can:
Delete one or more delegations
Clear all delegations in bulk
Can I Set a Default Delegation Period?
Yes! To save time, you can set default periods here:
Settings ➡️ Company Setup ➡️ Defaults ➡️ Default Delegation
At the time of delegation, you're free to override the default and choose a custom date if needed for Lead and Customer records separately.
What Happens with Expiry Dates?
If a delegated user creates a non-managed expiry (like an expiry date on a Lead), their access will automatically extend to match it.
You can also define how long access continues after that expiry—this is set in:
Settings ➡️ Defaults ➡️ Delegation Data Past Expiry
⚠️ If the expiry is removed or moved earlier, access doesn’t change automatically; you’ll need to update it manually if required.
Can I Restrict Who Can Delegate Access?
Yes. You can control delegation permissions using these roles:
Disable Delegation on Lead Records
Disable Delegation on Customer Records
Add these to a user or team to stop them from assigning delegation.
Can I Delegate Access in Bulk?
Yes! If you need to assign access to multiple users at once, check out our bulk delegation guide.
FAQs
Q: If someone becomes an Opportunity Owner, do they get access to the Lead or Customer too?
Yes, users automatically get delegated access when they’re made an Opportunity Owner.
Q: How do I remove that automatic access?
Go to the Access tab on the record and delete the line, click the 'X' button next to the user's name. (Admins only.)
Q: Why am I seeing records I don’t own in My Leads/Customers stacks?
If you're using the “Show My Records” filter but haven’t selected yourself in the Owner filter, you’ll still see any records you’ve been delegated access to, not just ones you own.