A delegate is someone other than your client who has their own access to your client's case in the Quilia app: a spouse, a parent of a minor, a guardian, a power of attorney, an executor, or a successor trustee. Each delegate signs in with their own phone number, and anything they add to the case is attributed to them, so you always know who did what.
Delegates are per case. Adding someone to one case does not give them access to the client's other cases.
Add a delegate
- Open the client's case.
- In the client panel, below the client invitation button, click Add Delegate.
- In the Add a delegate dialog, fill in:
- Name: the delegate's full name.
- Phone: their mobile number. This is how they sign in.
- Relationship: start typing for suggestions (Power of Attorney, Guardian, Parent, Spouse, Successor Trustee, Executor, and more), or enter your own. This label appears next to their name everywhere they act on the case.
- Access: Collaborator or View only (see below).
- Optionally check Send invitation text now to text them a link to download the app and sign in. It is off by default, so you can add someone before you are ready for them to have access.
- Click Add delegate.
The delegate appears in the Delegates list in the client panel.
Collaborator or View only
Collaborator can post in chat, complete requests, sign documents, and act on behalf of the client. Use this for someone with authority to act, such as a power of attorney or the parent of a minor client.
View only can see the case but cannot post, sign, or approve anything. Use this for someone who should stay informed without acting.
The relationship is only a label. It never changes the access level, so choose Collaborator or View only yourself.
Holding someone back until activation
Some delegates should not have access yet. A successor trustee or executor, for example, may only need access after a death certificate or an incapacity ruling.
Turn on Start dormant in the dialog to add them without access yet. A dormant delegate is on file but cannot act, and no invitation text is sent. Dormant delegates are listed separately under Pending activation.
When the time comes, click the activate (check mark) icon next to their name. The Activate dialog lets you check Make them a collaborator if they should be able to act, not just view. Activating sends them the invitation text.
Edit or remove a delegate
Next to each delegate, click the pencil icon to open Edit delegate, where you can change their relationship label or access and click Save changes. From the same dialog you can click Send invitation text to send (or resend) their invite. Their name and phone number belong to their own account and cannot be edited here.
To remove someone, click the trash icon and confirm. They lose access to the case immediately. Their user account stays, so messages and documents they already added remain attributed to them.
Delegates your clients add themselves
Clients can also add and remove delegates on their own case from the Quilia app, under App Settings > Delegates. A client chooses View only or Collaborator for each person, and the delegate receives an invitation text.
Every delegate added or removed, by your team or by the client, is recorded in the case's activity log. Delegates a client adds show up in the same Delegates list, and you can edit or remove them like any other. Only the client on the case can manage delegates from the app; delegates cannot add other delegates.
Point clients to How to Give Someone You Trust Access to Your Case for the step-by-step on their side.
Troubleshooting
"That phone number belongs to the primary client." A delegate has to be a different person from the client. Check the number.
"That phone number already belongs to …" Adding someone who already has a Quilia account works: Quilia attaches their existing account to the case. This error means the name you entered doesn't match the name on the account with that number. First and last name must match (a middle name or initial is fine), so enter the name shown in the error if it is the same person, for example Robert Ross rather than Bob Ross. If it isn't the same person, confirm the number with the client.
"That person works at this firm." Members of your team cannot be added as delegates. Add them to the case as a team member instead; see Adding a Team Member to a Case.
The delegate never got a text. The invitation only goes out if you checked Send invitation text now, or later from Edit delegate or Activate. Dormant delegates are never texted until activated. The delegate can also download the Quilia app and sign in with their phone number directly.