Every subscription card has a default category set when it's created, and Weel uses this rule to automatically code all of that card's transactions. If you don't have permission to edit the subscription, the Category field on its transactions shows this rule as locked rather than as a choice. Here's why, and how to get it corrected.
How It Works
- Every subscription requires a default category (a categorisation rule) at setup, and Weel applies it ahead of merchant-based rules, Weel AI, and MCC defaults.
- On a single-line transaction, the Category field locks to that rule for anyone without edit permission, and most cardholders (Team Members) don't have it.
- The locked field shows "Subscription category locked by admin." on mobile; on web it displays as plain, unexplained text.
- Splitting a transaction into multiple line items unlocks each new line with its own freely-editable category.
- Owners, Admins, the subscription's Budget Owner, or anyone with the Subscriptions permission can edit the rule or recode individual transactions.
- Editing the rule doesn't retroactively recode past transactions; each one needs fixing individually if it's wrong.
Good to know
- The Subscriptions permission is the "Create and edit subscription cards" checkbox under Settings → Roles.
- Changing an individual transaction's category away from the subscription's rule prompts "Update subscription category rule?": choosing Update also updates the rule going forward, while No thanks recodes only that transaction.
- This lock is separate from the "Limit custom field options" Advanced Control, which restricts custom fields only, never the Category field, so restricting custom fields on a subscription won't change whether its Category field is locked.
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