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Manage My Account and Council Setup

Posted
Updated
ByAdrian Sole

Screens and labels may vary slightly as LocoDELEGATIONS is updated.

Administrator tutorial series

Set up your council environment

These short guided walkthroughs cover the essential setup sequence, the role structure that supports reliable delegations, and the safe import of an existing register.

1. Start here

The recommended order for council setup. Use the CC control to show or hide English captions.

2. Roles, groups and users

Build a maintainable role structure and grant appropriate access. Use the CC control to show or hide English captions.

5. Import existing delegations

Validate a prepared workbook before importing assignments. Use the CC control to show or hide English captions.

This guide is for LocoDELEGATIONS administrators configuring a council environment. My Account controls your own profile and security settings. Setup controls the council-wide configuration.

Manage My Account

Open the account menu at the top right and select My Account.

The account area contains:

  • Profile — review your username, phone number and email-notification preference.
  • Password — change the password for a local LocoDELEGATIONS account.
  • Two-factor authentication — configure additional protection for a local account where required.

Open the council Setup area

Administrators can open the account menu at the top right and select Setup. The current Setup page contains seven areas:

  1. Roles
  2. Role Groups
  3. Role Teams
  4. Delegate Groups
  5. Import Delegations
  6. Manage Users
  7. Website Settings

Recommended setup order

  1. Create any Role Groups and Role Teams your council will use.
  2. Add or import the council’s delegate Roles.
  3. Create reusable Delegate Groups where several roles share the same delegations.
  4. Add the council memos, resolutions or other supporting records that will be linked to delegations.
  5. Confirm the required Acts, sections and other registers are available.
  6. Import existing delegations or add them directly in the relevant register.
  7. Configure user access and test the intended permission levels.
  8. Complete the council branding and public-visibility settings.

Roles

Roles are the positions to which delegations are assigned. Open Setup → Roles → Manage.

  • Select Add New Role to add a role manually.
  • Enter the role title and, where relevant, its financial level, Role Group and Role Team.
  • Select Update to save the new or edited role.
  • Select Import Roles to add multiple roles using the import grid. The available columns are Title, FinancialLevel, RoleGroup and RoleTeam.
  • Use Print when a printable role list is required.

Changes to a role title flow through the delegations that use that role. Review the role’s current use before deleting it.

Role Groups and Role Teams

Role Groups and Role Teams are optional organisational labels assigned to Roles. They help structure and filter the role database; they are separate from Delegate Groups.

  • Open Setup → Role Groups → Manage to add, edit or delete a Role Group.
  • Open Setup → Role Teams → Manage to add, edit or delete a Role Team.
  • Create the required groups and teams before adding or importing Roles that will use them.

Delegate Groups

Delegate Groups are reusable collections of delegate roles. They allow administrators to assign several roles together to sections in Acts, Bylaws and General Delegations.

  1. Open Setup → Delegate Groups → Manage.
  2. Select Add New Group.
  3. Enter a name and description.
  4. Add the required delegate roles and, where needed, set their hierarchy and order.
  5. Select Save.

Import Delegations

The import function adds multiple delegations from an Excel spreadsheet.

  1. Open Setup → Import Delegations and download the current template.
  2. Complete the Legislation, Section and Role columns.
  3. Upload an .xlsx or .xls file of no more than 10 MB.
  4. Select Upload and Validate.
  5. Review the validation summary and correct any errors.
  6. Select Import Delegations only when the validated information is ready to save.

Manage Users

Councils can manage users locally or optionally use Microsoft Entra ID single sign-on. Entra ID is not required to use LocoDELEGATIONS.

Local user accounts

  1. Open Setup → Manage Users → Manage.
  2. Select Add User.
  3. Enter the user’s email address and name, and set a local password where required.
  4. Assign only the profiles the person needs: Admin, Editor and/or User Manager.
  5. Confirm the account is active and select Save.

Existing users can be searched, edited, activated or deactivated. Keep Administrator access limited to people who genuinely require full setup access.

Optional Microsoft Entra ID access

Councils choosing Microsoft Entra ID can use council-managed identities, nominated security groups and Just-in-Time provisioning. Configuration and testing are covered in the separate Microsoft Entra ID SSO guides.

Website Settings

Open Setup → Website Settings → Manage to configure the council logo, banner image, footer colour, ALGIM logo treatment and whether Financial Delegations are publicly available. Review public visibility carefully before saving.

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