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# Set up Delegate

**Where:** OnAccount admin + Shopify admin (customer accounts, theme, checkout) **Who:** Merchant admin **Part of:** [Delegate — B2B self-service](https://molsoft.crisp.help/en/article/delegate-overview-1rfsuep/)

This page turns Delegate on and wires up everything it needs. Steps 1 and 2 apply to **every** Delegate setup. **Steps 3 and 4 are only needed for the Purchase rules & approvals module** — they're what make approvals bind at the storefront and checkout. If you're only using **Staff management** or **Payments**, you can stop after Step 2. The app's home-page **onboarding checklist** carries the same steps.

## Set it up

### Step 1 — Turn on Delegate and assign a company admin

1. Open the app and go to **Delegate**.
2. Choose an **activation level**:
* **Disabled** — off for everyone (the kill switch; leaves existing B2B orders untouched).
* **Manual** — off by default; you opt companies in one at a time. *Recommended for a controlled rollout.*
* **Enabled for all companies** — every B2B company can self-serve.
3. If you chose **Manual**, open the company directory and **opt in** the companies you want to govern.
4. For each opted-in company, **assign a company admin** — the contact who will manage staff, rules, and approvals. **Staff and rules need an admin**; a company with no admin simply can't manage those. **Payments is the exception** — it works through **Finance** contacts (or the merchant) even when a company has no admin, so a company you only want to *collect payment from* never needs one. See [Payments without a company admin](#3-payments-without-a-company-admin).


![](https://storage.crisp.chat/users/helpdesk/website/-/4/d/d/3/4dd3899948d8e000/screenshot-2026-08-31-at-64534_1yxbris.png)

*The Delegate settings page: activation level and company directory.*


![](https://storage.crisp.chat/users/helpdesk/website/-/4/d/d/3/4dd3899948d8e000/screenshot-2026-08-31-at-65043_apqial.png)

*A company's detail page with the company-admin assignment.*


You can change the activation level, opt companies out, or revoke an admin at any time. Flipping to **Disabled** halts enforcement immediately and hides every console; flipping back restores the prior scope.

### Step 2 — Add the Delegate console to customer accounts

This is the page your admins, approvers, and buyers use. It lives in **customer accounts**.

1. Shopify admin → **Settings → Checkout → Customize**, then select your **customer-account** profile from the dropdown at the top of the editor (this is the customer-account editor).
2. **Activate the Delegate page** extension.
3. Then make it reachable — pick **one**:
* Add the **Delegate page to your B2B market's navigation** (menu), or
* Add the **Delegate nav** block to the **profile page**, which shows each person only the links they're allowed (their staff console, approval queue, or their own requests).

> Either route works; the nav block is the lighter-touch option because it appears automatically on the profile page and adapts to each buyer's permissions.


![](https://storage.crisp.chat/users/helpdesk/website/-/4/d/d/3/4dd3899948d8e000/screenshot-2026-08-31-at-65819_1ankrd.png)

*The customer-account editor with the Delegate page activated.*



![](https://storage.crisp.chat/users/helpdesk/website/-/4/d/d/3/4dd3899948d8e000/screenshot-2026-08-31-at-71313_ad8dj6.png)

*The Delegate nav block on the profile page.* 


### Step 3 — Turn on the Delegate gate theme embed *(Purchase rules & approvals only)*

This is what buyers see in the storefront, and the first half of enforcement. Skip it if no company uses the Purchase rules & approvals module.

1. Shopify admin → **Online Store → Themes → Customize** on your live theme.
2. In the theme editor, click **App embeds** (the puzzle-piece icon).
3. **Enable** the **OnAccount Delegate gate** embed.
4. Click **Save**.

The embed is invisible on ordinary carts. For a governed B2B buyer it shows an approval banner when a rule fires and — critically — provides the **Submit for approval** button. Without it there is no way to submit a cart.


![](https://storage.crisp.chat/users/helpdesk/website/-/4/d/d/3/4dd3899948d8e000/screenshot-2026-08-31-at-71647_rvb1qe.png)
*The App embeds panel with "OnAccount Delegate gate" enabled.* 



### Step 4 — Add the Delegate checkout rule *(Purchase rules & approvals only)*

The server-side backstop. It's what stops a determined buyer from skipping the wall at checkout (including express checkouts like Shop Pay). Skip it if no company uses the Purchase rules & approvals module.

1. Shopify admin → **Settings → Checkout**.
2. Under **Checkout rules**, click **Add rule**.
3. Select the **delegate-validation** rule.
4. Give it a name, set its status to **Active**, and save.


![](https://storage.crisp.chat/users/helpdesk/website/-/4/d/d/3/4dd3899948d8e000/screenshot-2026-08-31-at-65428_zybz06.png)

*The delegate-validation rule set to Active under Checkout rules.* 

---

## Choose which features each company gets (feature modules)

Delegate is split into **three feature modules**. You decide which ones a company gets — everything else (audit logging) is always on for whatever you grant.

| Module | Plan | What it unlocks for the company | If it's off for a company |
| ---- |
| **Staff management** | Governance | Company admins add/remove contacts and assign them to your locations. | Invite/remove/role-edit disappears for everyone. Rules can still *reference* staff — the admin keeps a **read-only** roster. |
| **Purchase rules & approvals** | Governance | Spend policies, approval flows, the approver queue, **and their checkout enforcement**. | No rule or approval is enforced at checkout, and those surfaces are hidden. |
| **Payments** | Payments | The **Payments** tab (open orders + lump-sum payment), the **Finance** role, and **monthly statements**. *Collecting* payments also needs Shopify Plus; **statements** don't. | No Payments/Statements tab, no finance access, no statements — for anyone. |

You control modules at **two levels**, exactly like Delegate's activation itself:

* **Shop-level defaults** — on the **Delegate** settings page, the **Feature modules (defaults)** section has one switch per module. This is what *every in-scope company* gets unless you override it. All three ship **on**, so existing companies keep today's behavior (plus Payments) with no action from you.
* **Per-company override** — on a company's page, set each module to **Inherit** (follow the shop default), **On**, or **Off**. An override always wins over the default, in either direction, until you set it back to Inherit.

A company's **effective** modules are its overrides where set, otherwise the shop defaults — and the company directory shows each company's effective modules as badges. Turning a module off **hides its surfaces and stops its behavior for everyone, admins included**; turning it back on **restores the prior configuration** (rules, assignments, the statement recipient list) without re-entry. A module your **plan doesn't include** can't take effect no matter how it's set. Every default and override change lands in your store-wide audit log.


![](https://storage.crisp.chat/users/helpdesk/website/-/4/d/d/3/4dd3899948d8e000/screenshot-2026-08-31-at-71919_8w16qd.png)

*The Feature modules (defaults) switches on the Delegate settings page.*


![](https://storage.crisp.chat/users/helpdesk/website/-/4/d/d/3/4dd3899948d8e000/screenshot-2026-08-31-at-72134_pd55lp.png)

*A company's page with per-module Inherit / On / Off overrides.*


### Payments without a company admin

Because **Payments** stands on its own, a company can pay you without ever self-governing. For an in-scope company with the **Payments** module on and **no company admin**:

* Assign a **Finance** contact (see [The Finance role](https://molsoft.crisp.help/en/article/staff-roles-the-finance-role-1i5oblp/#2-the-finance-role)) — they reach the **Payments** tab and settle invoices; nothing else is reachable.
* You manage that company's **statement recipient list** from its page — the admin-only console configuration simply isn't needed.
* Staff and rule management stay unavailable (there's no admin to hold them), and a plain staff member with no Finance role sees no console at all.

Assign a company admin later and the governance surfaces appear for them, with no change to the finance contact's experience.