From c0053cd3ae714023f6665a046fabb43760709544 Mon Sep 17 00:00:00 2001 From: Matt Moore <46995600+muttmuure@users.noreply.github.com> Date: Wed, 27 Sep 2023 14:14:39 +0800 Subject: [PATCH] Update User-Roles.md Adding User Roles Help Doc --- .../User-Roles.md | 64 ++++++++++++++++++- 1 file changed, 61 insertions(+), 3 deletions(-) diff --git a/docs/articles/expensify-classic/manage-employees-and-report-approvals/User-Roles.md b/docs/articles/expensify-classic/manage-employees-and-report-approvals/User-Roles.md index 3ee1c8656b4b..a65dc378a793 100644 --- a/docs/articles/expensify-classic/manage-employees-and-report-approvals/User-Roles.md +++ b/docs/articles/expensify-classic/manage-employees-and-report-approvals/User-Roles.md @@ -1,5 +1,63 @@ --- -title: Coming Soon -description: Coming Soon +title: User Roles +description: Each member has a role that defines what they can see and do in the workspace. --- -## Resource Coming Soon! + +# Overview + +This guide is for those who are part of a **Group Workspace**. + +Each member has a role that defines what they can see and do in the workspace. Most members will have the role of "Employee." + +# How to Manage User Roles + +To find and edit the roles of group workspace members, go to **Settings > Workspaces > Group > [Your Specific Workspace Name] > Members > Workspace Members** + +Here you'll see the list of members in your group workspace. To change their roles, click **Settings** next to the member’s name and choose the role that the member needs. + +Next, let’s go over the various user roles that are available on a group workspace. + +## The Employee Role + +- **What can they do:** Employees can only see their own expense reports or reports that have been submitted to or shared with them. They can't change settings or invite new users. +- **Who is it for:** Regular employees who only need to manage their own expenses, or managers who are reviewing expense reports for a few users but don’t need global visibility. +- **Approvers:** Members who approve expenses can either be Employees, Admins, or Workspace Auditors, depending on how much control they need. +- **Billable:** Employees are billable actors if they take actions on a report on your Group Workspace (including **SmartScanning** a receipt). + +## Workspace Admin Role + +- **What can they do:** Admins have full control. They can change settings, invite members, and view all reports. They can also process reimbursements if they have access to the company’s account. +- **Billing Owners:** Billing owners are Admins by default. **Workspace Admins** are assigned by the owner or another admin. +- **Billable:** Yes, if they perform actions like changing settings or inviting users. Just viewing reports is not billable. + +## Workspace Auditor Role + +- **What can they do:** Workspace Auditors can see all reports, make comments, and export them. They can also mark reports as reimbursed if they're the final approver. +- **Who is it for:** Accountants, bookkeepers, and internal or external audit agents who need to view but not edit workspace settings. +- **Billable:** Yes, if they perform any actions like commenting or exporting a report. Viewing alone doesn't incur a charge. + +## Technical Contact + +- **What can they do:** In case of connection issues, alerts go to the billing owner by default. You can set a technical contact if you want alerts to go to an IT administrator instead. +- **How to set one:** Go to **Settings > Workspaces > Group > [Workspace Name] > Connections > Technical Contact**. +- **Billable:** The technical contact doesn’t need to be a group workspace member and so is not counted towards your billable activity. + +Note: running expense analytics from **Insights** follows the same rules. All the reports and data graphs you generate will be created based on the expense data you have access to. + +# Deep Dive + +## Expense Data Visibility + +The amount of expense data you can see depends on your role within any group workspaces you're part of: + +- **Employees:** Whether you're on a free or paid plan, if you're not approving expenses, you'll only see your own expenses. +- **Approvers:** If you approve expenses for your team and also submit your own, you can view both individual and team-wide expenses and analytics. +- **Admins:** Users with an admin role can see analytics and data for every expense report made by anyone on the workspace. + +If you need to see more data, here are some options: + +- **Become an Admin:** Check within your organization if you can be upgraded to an admin role in your group workspaces. +- **Become a Copilot:** Ask to be added as a **Copilot** to an existing admin account, which will allow you some additional viewing privileges. +- **Become an Approver:** You could also be added as an **Approver** in an existing workflow to view more data. + +