How to create a custom user role for your Weel account

Custom User Roles

Your Weel account includes the option to create custom user roles. Custom roles allow you to specify unique user permissions that create more flexibility and control for different users in your account. You might want to specify unique permissions for a Team Lead, or Supervisor in your business that allows them to edit budgets, or add people, without allowing them to access your account settings.

To create a custom user role:

1. Open the People page
2. Select the Roles tab
3. Select Create role
4. Enter the name of the role (e.g. Manager, Supervisor, Team Lead)
5. Set the desired permissions for the custom role (See below for details)
6. Click Create

Accounting

• Edit expense data for all transactions: this allows the user to edit all data within an expense report via the transactions table. E.g. they could update or change the category, upload a tax invoice to an existing transaction, or change the description, with this permission.

Budgets / Cards

• Create and manage budgets / cards: this allows the user to create budgets, issue cards and edit both budget and card details
• Create and manage subscription cards: this allows the user to issue subscription cards and edit the subscription rules
• View all budgets / cards: this allows the user to view all the budgets and cards active in your account

Custom workflows

• Create and edit workflows: this allows the user to create workflows for the account (like multi-level approval workflows and accounting export workflows) and edit existing workflows.

Bills

• Edit all bills: this allows the user to edit the bill fields so the bill can be scheduled for payment.
• View all bills: this allows the user to view all bills but cannot edit any data or set the bill for scheduled payment.

Budgets

• Create and edit budgets: allows the user to create a new budget, this includes, setting budget limits and top-up amounts, and adding users to the budget. This also allows for edit access across all existing budgets.
• View all budgets: this allows the user to view all existing budgets. They cannot create, edit, add or remove users in budgets with this permission.

People

• Add and remove people: this allows the user to add people and remove people, of any level (including admin level users) in your account.
• Create and edit roles: this allows the user to create new custom roles and edit existing custom roles. E.g. the user could change the permission settings in an existing custom role.

Settings

• Configure all settings: grants the user full access to any and all settings in your Weel account. This includes Chart of Accounts, Expense Management, Account Balance transfers, and all other features under Settings.

Subscriptions

• Create and edit subscription cards: this allows the user to create new subscriptions, this includes issuing subscription cards. They can also edit existing subscriptions, including removing subscriptions, editing the subscription details, and removing or adding users and cards.

To add a custom role to a user:

1. Open the People page
2. Select the People tab
3. Find the relevant user, and select their name to open the edit function
4. Select the dropdown under the Update Role field
5. Select the custom role
6. Select Update

Default User Roles

Your Weel account includes default user roles if you do not require specific custom roles. The default user roles are:

• Admin: can do and see everything in Weel. They can create and edit budgets, invite staff members, create and edit subscriptions, manage account settings and make payments.
  
  
• Team Member: can make payments, complete expense reports, request top-ups and view their own budgets. They are not able to create budgets, view the account balance or other users' budgets and transactions and they cannot adjust your people or account settings.
  
  
• Accountant: can view budgets, edit expense data, export transactions and configure accounting. and expense management settings. They are not able to make payments, create budgets or subscriptions or transfer funds into your account balance.

To add a default role to a user:

1. Open the People page
2. Select the People tab
3. Find the relevant user, select their name to open the edit function
4. Select the dropdown under Update Role
5. Select the default role
6. Select Update