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Name a sponsor who has no Jira account

The sponsor who decides your business case often holds no Jira licence. They may be a divisional executive, a board member, a client’s programme director or a supplier’s delivery lead. Tollgate lets you name them anyway.

A governance seat is any named role on the case: sponsor (decision authority), project manager, customer or supplier representative, adoption owner, steering-committee member. The sponsor also signs off close-out. You fill each seat with a Jira user or with someone outside your site.

Fill a seat with a Jira user

Section titled “Fill a seat with a Jira user”

Search for them in the picker and select them. Tollgate resolves their display name and avatar from their Atlassian profile, and keeps the name in step if the profile changes.

Fill a seat with someone outside Jira

Section titled “Fill a seat with someone outside Jira”

Where the person has no account, choose Not a Jira user? under the picker and give three facts:

Field Why Tollgate asks for it
Full name Names the person on every surface the seat appears on.
Email The address you copy the review email to. Tollgate never sends to it.
Job title Carries the authority. “Group CFO” tells a reviewer why this person’s approval settles the question. A bare name does not.

Tollgate requires all three. A seat with a name but no title is just a name. The title makes the record defensible two years later.

The seat then renders with a NON-JIRA badge wherever it appears. That includes the Investment Thesis, the approval timeline, and the Portfolio’s Out for decision lane. The badge states a fact about tooling. It does not mark a lesser kind of sponsor.

What changes when a seat is non-Jira

Section titled “What changes when a seat is non-Jira”

They cannot open Tollgate. Someone without a Jira seat can see nothing in the app, so they cannot choose Approve themselves.

You carry the message, and you record the answer. After you submit, Tollgate offers you a prefilled email and a review link to send by hand. See Submit a business case for approval. When the reply comes back, you enter their decision through the Record dialog and attach their reply as the evidence of record. See Record a decision.

Separation of duties still holds. Recording a decision on someone’s behalf is not the same as making it. The log stores who decided, who entered it, when, by what channel, and the artefact that proves it.

Section titled “Related”