Specify which role and which additional permissions the selected person should have in Spesenfuchs.
The role determines the user's basic functions and access rights. Higher-level roles include the functions of the roles below them:
- Standard: Basic functions for entering the user's own expenses.
- Administrator: Includes the basic functions as well as functions for managing users and company data and for entering and exporting expenses.
- Account Owner: Includes the basic and administrator functions as well as functions for managing the subscription plan and deleting the company.
Under Additional permissions, you can grant a user additional rights. The additional permissions available depend on the selected role.
Standard role
The Standard role is intended for regular Spesenfuchs users. It includes the basic functions for using Spesenfuchs.
Enter expenses
With the additional Enter expenses permission, the user can log in to Spesenfuchs and enter their own trips and receipts.
If this permission is not enabled, the user cannot log in themselves. Their expenses must then be entered by a deputy, administrator, or account owner.
Enter expenses for users (Deputy)
With the Enter expenses for users (Deputy) permission, the user can enter expenses on behalf of other users.
This permission can be enabled once the user is allowed to enter expenses. You can then specify on the Deputy page which users this person is allowed to act as a deputy for.
For more information about selecting other users, see User selection.
Approve expenses for users (Approver)
If the user should be able to review and approve expenses for other employees, enable the Approve expenses for users (Approver) permission.
Then, on the Review/Approval page, specify which employees this user is responsible for as an approver.
An employee can be assigned multiple approvers. Conversely, an approver can be responsible for multiple employees.
An approver has access to the expenses submitted to them for review and can review, approve, or reject them.
For more information about the process, see the Approval workflow article.
Notifications for changes made by deputies
With the additional Notify me of status changes made by deputies permission, the user also receives notifications when a deputy changes the status of their expenses.
Administrator role
An Administrator has the basic functions of a regular user as well as additional administrative functions.
The included functions are:
- Basic functions
- Enter expenses for all users (Deputy)
- Edit users
- Edit company-wide data
- Export data
Administrators can, for example, manage users and edit company-wide settings such as Payment methods.
An administrator has access to the Team menu with the User selection and Administration options.
Additional permissions for administrators
Additional permissions can be enabled in addition to the functions already included in the Administrator role.
With Notify me of status changes made by deputies, the administrator receives notifications when a deputy changes the status of their expenses.
With Receive an email when an expense is approved (e.g. accounting), the administrator can also be notified by email as soon as an expense has been approved. This option is useful, for example, for users in accounting.
If the administrator should also act as an Approver for specific employees, enable Approve expenses for users (Approver). The employees are then assigned on the Review/Approval page.
Account Owner role
The Account Owner has access to the basic and administrator functions and also has the most extensive permissions within the Spesenfuchs account.
The included functions are:
- Basic functions
- Administrator functions
- Subscription plan changes
- Delete company
In addition to the functions available to an administrator, the Account Owner can make changes to the subscription plan and delete the company or account.
An Account Owner has access to the Team menu with the User selection and Administration options.
Additional permissions for Account Owners
Additional notification and approval permissions can also be enabled for the Account Owner.
With Notify me of status changes made by deputies, the Account Owner receives notifications when a deputy changes the status of their expenses.
With Receive an email when an expense is approved (e.g. accounting), the Account Owner can also be notified by email as soon as an expense has been approved.
If the Account Owner should also act as an Approver for specific employees, enable Approve expenses for users (Approver). The employees are then assigned on the Review/Approval page.
Assign approvers and employees
The Approve expenses for users (Approver) permission determines whether a user can generally be assigned as an approver.
You then specify which employees this user is actually allowed to review and approve on the Review/Approval page. An employee can be assigned one or more approvers.
For more information about the review and approval process, see the Approval workflow.