Roles and permissions

A role is a named set of permissions, such as “File claims” or “Approve claims”. Each person holds one or more roles and can do everything any of their roles allows. This page is for people your administrator has allowed to manage roles.

Open Team under Manage, then the Roles tab.

The Roles tab

On the left is the list of roles, with how many members hold each one. Roles marked System come with the app (the Owner role, for example) and cannot be renamed.

Select a role to see its permissions on the right. They are grouped by module, such as Expense claims, Petty cash or Accounting. Each permission has a plain description, for example Approve claims or Close fiscal periods, with its technical name underneath.

Change what a role may do

1. Select the role.
2. Tick or untick permissions. To start quickly, use a preset under Start from a preset: Employee, Approver, Finance or Admin. “A preset only ticks boxes. Nothing changes until you save.” Admin ticks every permission.
3. Select Save changes. You see “Role saved”. Or select Discard to go back to what was saved.

The change applies to everyone who holds the role.

Preset	Roughly what it ticks
Employee	Filing and following your own claims and advances, uploading documents, reading petty cash, search
Approver	Employee, plus delegating approvals, reading decision logs and reviewing petty cash spends
Finance	Approver, plus reading all claims and advances, approving and verifying claims, managing floats and payout channels, the ledger, period close, exchange rates, reports and the closing checklist
Admin	Every permission

Check the ticks after applying a preset; adjust them to what the person’s job needs.

Create or rename a role

1. Select New role, enter a Role name (up to 100 characters) and select Save. The new role opens with no permissions ticked.
2. To rename a role you created, select it and select Rename.

Then tick its permissions and give it to people from the Members tab (see Team and invitations).

Safety checks

The app stops you locking everyone out:

• “The Owner role must keep the right to manage roles, or nobody could fix roles again.”
• “You would lose the right to manage roles. Ask another administrator to make this change.”

If you see one of these, nothing was saved.

Note

Permissions decide what a person can open and do. They do not decide who approves a claim: approvals follow the organization structure and the approval setup your administrator configures. A claimant never picks their own approver.

Permissions worth knowing

A few permissions control administration itself:

Permission	What it allows
Manage roles	Use this Roles tab and change people’s roles
Invite members	Send and revoke invitations
Read the org structure, Edit the org structure	View or change units and positions
Administer the organization	Switch modules on and off, and see the org structure setup checklist
Complete company setup	The setup wizard and the setup checklist (the Owner holds it)