How should we proceed when assigning user roles?

Modified on Fri, 01 Dec 2023 at 09:56 AM

Based on the user roles, we recommend assigning the user roles to your employees:


Employees

Target group:

All regular employees who incur business expenses as part of their job.


Assignment Reason:

Employees need access to their credit card information and the ability to manage receipts. The new card request feature supports the need for flexible payment options, while the transaction view provides transparency.


Accountant

Target group:

Finance team members who specialize in accounting and expense management.


Assignment reason:

Accountants require extended access to manage accounting-related transaction data and upload/download receipts. Limited access ensures focus on accounting-related tasks without overlap into general administration.


Admin

Target group:

Managers in the finance department or team leaders who have responsibility for budgets and expenses.


Assignment reason:

Admins require more extensive authorizations to manage cards and monitor transactions. The ability to invite card users and accountants supports the management and monitoring of financial activities within their area of responsibility. Limiting their authorizations protects against misuse.


Owner

Target group:

Those responsible for the credit card program, product and process managers from accounts payable management


Assignment Reason:

Owners should have the highest level of control and access to make strategic decisions and oversee the overall management of the organization's financial resources. This role makes it possible to make critical adjustments and structure the administrative level.


The "Owner" user role should always be provided with a deputy to ensure that smooth operations can be guaranteed at all times.


Final considerations

Security: Roles should always be assigned with security in mind. Access authorizations should be reviewed regularly and adjusted if necessary.


Data protection: The handling of personal and financial data must comply with data protection guidelines.


Training: All users should be trained in their roles and responsibilities in order to avoid misunderstandings and errors.


Flexibility: The role allocation should be flexible enough to adapt to changes in the company structure.


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