10. Delegates

The Kopano WebApp allows you to select who can work on your behalf. This is referred as delegation. For example you can grant permission to colleagues to send emails on your behalf.

Kopano distinguishes two kinds of delegations:

  1. Send on Behalf of-delegation: These can be set by the user. Mails and others items sent using this delegation can be recognized by the modified From field: “<user> on behalve of <otherUser>”.
  2. Send As: These are set by your administrator. It implies that you impersonate someone else. When set, the recerver won’t see that you sent the email on behalf of someone else.


The user defined delegation has a higher priority on the server. If a user has privileges to both send as and on behalf of, he will always send on behalf of. Also in the standard configuration each mail that is send as a user or on behalf of a user will also be placed in the sent items of this user.

10.1. Add delegates

Follow the following steps to add delegates to your account:

  1. Go to Settings menu
  2. Select Delegates
  3. Click on Add… The Global Addressbook opens
  4. Select the person or group you want to add as a delegate
  5. Click on OK The Delegate Permissions screen pops up
  6. Set the desired permissions as described in the next session and click OK
  7. Click on Apply

An explanation of the permissions is provided in Permissions overview.


If you notice that the group you want to add as a delegate is not in the list, this is probably because the group is listed as a Distribution Group. Contact your administrator for more information.

10.2. Working on behalf of somebody else

Once the permissions have been granted, the user can start working on behalf of. You can either send a email or schedule a meeting.

10.2.1. Sending email

Sending an email on behalf of someone else, is similar to section Sending Mail messages. The one addition is to click on Show From button. The From: field will now be added above the To: field. Here you can select on behalf of who the mail will be sent.


In case delegation permissions have not been granted for a certain user, the email won’t be sent. You will receive a bounce message soon after the mail has been sent.

10.2.2. Scheduling a meeting

To schedule an appointment or meeting on behalf of someone else, first open his/her calendar. Then schedule the meeting as described in section Creating an appointment/meeting.


If you have a shared calendar opened which you have write permission, a drop down menu will appear in which you can choose in which calendar the meeting will be created.