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How to create a custom user role for your Weel account

  • Updated

Create a custom user role to give someone the exact permissions they need, and see Understanding the Different Roles and Access Levels Within Weel for how all roles compare.

Steps

  1. Open the People page.
  2. Select the Roles tab.
  3. Click Create new role.
  4. Enter the name of the role (for example, Manager, Supervisor, or Team Lead).
  5. Set the permissions for the role.
    • See Available permissions below for what each one covers.
  6. Click Create.
  7. To assign the new role to someone, select the People tab.
  8. Find the person and select their name to open the edit drawer.
  9. Select the dropdown under Update role.
  10. Select the role you created.
    • Custom and default roles appear in the same list, except Owner, which can't be assigned here.
  11. Click Update.

Available permissions

Not every category below appears on your account. Several only show up if the related feature is enabled on your plan, as noted.

Accounting

  • Edit expense data for all transactions: lets someone edit all data within an expense report from the transactions table, for example updating the category, uploading a tax invoice to an existing transaction, or changing the description.

API

  • Create and remove API keys: lets someone generate and manage API keys for the Weel OpenAPI.

Approvals

  • View all approvals: lets someone see every approval item across the organisation, not just their own. This shows up elsewhere as an "All approvals" / "My approvals" toggle on the Approvals page.
  • Override and redirect all approvals (only available on some accounts): lets someone directly approve, decline, or action any pending approval item, including bills, card transactions, Purchase Orders, or budget top-up requests, without being the person it was actually routed to. Requires View all approvals to also be enabled.

Approval rules

  • Create and edit approval rules: lets someone create new approval rules for the account and edit existing ones.

Accounts Payable (only appears if Accounts Payable is enabled on your plan)

  • Edit all invoice payments: lets someone edit, schedule, or manage any bill in the business, not just their own.
  • View all invoice payments: lets someone view every bill in the business, without editing or scheduling any of them.

Suppliers (only appears if supplier management is enabled on your plan)

  • Edit all suppliers: lets someone edit supplier records for the business.

Purchase Orders (only appears if Purchase Orders is enabled on your plan)

  • Edit all Purchase Orders: lets someone edit, close, or delete any Purchase Order in the business, including ones submitted by others. Includes Request and View all Purchase Orders automatically.
  • Request Purchase Orders: lets someone create, submit, and manage their own Purchase Orders. Everyone with Purchase Order access has this by default.
  • View all Purchase Orders: lets someone see every Purchase Order across the business, not just their own.

Reimbursements (only appears if Reimbursements is enabled on your plan)

  • Edit all reimbursements: lets someone edit any reimbursement in the business, not just their own.
  • View all reimbursements: lets someone view every reimbursement in the business, without editing them.

Reports (only appears if Reports is enabled on your plan)

  • View all reports: lets someone view business-wide reports.

Budgets

  • Create and edit budgets: lets someone create a new budget, including setting budget limits and top-up amounts and adding people, issue cards on it, and edit both budget and card details. This also grants edit access across all existing budgets.
  • View all budgets: lets someone view all existing budgets and their cards. This permission alone doesn't let them create, edit, or add and remove people in budgets.

People

  • Add and remove people: lets someone add and remove people at any level in your account, including Admin-level people.
  • Create and edit roles: lets someone create new custom roles and edit existing ones, for example changing the permissions on an existing custom role.

Settings

  • Configure all settings: gives someone access to settings in your Weel account, including Chart of Accounts, Expense Management, and Account Balance transfers.

Subscriptions

  • Create and edit subscription cards: lets someone create new subscriptions, including issuing subscription cards, and edit existing ones, including removing subscriptions, editing subscription details, and adding or removing people and cards.

Default user roles

Your account includes four default roles you can use instead of, or alongside, custom roles.

Owner

  • Has the same permissions as Admin, and is also your account's designated primary contact for business verification.
  • The Owner is auto-assigned to whoever creates the Weel account and can't be selected or reassigned through the Update role dropdown.
  • Changing who holds it is a Support-actioned process: Support will typically ask for proof such as a signed letter from a company director or board member, plus identity verification of the person requesting the change. See How to change the Owner of your Weel account

Admin

  • The highest level of account-management access below Owner.
  • Can create, edit, and delete budgets with full visibility into every budget, invite and manage staff, create and edit custom roles and subscriptions, manage account settings, and generate and manage API keys for the Weel OpenAPI.

Team Member

  • Can complete expense reports, request budget top-ups, view their own budgets, and create Purchase Orders.
  • Can't create budgets, view the overall account balance or other people's budgets and transactions, adjust People or account settings, or approve and manage Purchase Orders the way Admins can.

Accountant

  • Can view budgets, edit expense data, export transactions, and configure accounting and expense settings. Can create and view, but not edit, Purchase Orders.
  • Can't create budgets or subscriptions, or transfer funds into the account balance.

Payment access isn't part of any role. Whether someone can spend comes down to budget membership, not their role: once anyone - Owner, Admin, Accountant, or Team Member - is added to a budget with a card or other payment type attached, they can spend from it. An Admin who isn't added to any budget can't make payments, and a Team Member who is added to one can.

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