Users

Manage all workspace members — invite new users, assign roles and departments, set reporting lines, and deactivate accounts.

Invite a new user

Click + New user to open the invite modal.

Fill in each field:

Field	Required	Notes
Name	Yes	Full name shown across the platform
Email	Yes	Work email — used for login and notifications
Role	Yes	employee, approver, admin, owner, or auditor
Department	No	Assigns the user to a department for reporting and policy scoping
Cost Centre	No	Optional third-level grouping (v1.5 full support)
Reports To	No	The manager who becomes step 1 of this user's approval chain

Reports To is important

The Reports To field controls who approves this person's expenses as the first chain step. Leave it blank only if a custom policy chain handles all routing.

Click Create. The user receives an email invitation to set their password.

Bulk import via CSV

For onboarding multiple users at once, click Import CSV.

1. Download the template from the import dialog
2. Fill in columns: name, email, role, department, reports_to_email
3. Upload the completed file

Rows with validation errors are reported back. Valid rows import immediately.

Edit a user

Click the pencil icon on any row to edit name, role, department, cost centre, or reporting line. Changes take effect immediately on the user's next action.

note

Changing Reports To only affects future expense submissions. Expenses already in the approval chain continue on their existing routing.

Deactivate a user

Open the edit modal and set Status to Inactive. The user can no longer log in. Their historical expenses, approvals, and audit entries remain fully visible.

Role capabilities

Role	Can submit expenses	Can approve	Can manage users/policies	Full admin access
Employee	Yes	No	No	No
Approver	Yes	Yes (in-scope)	No	No
Admin	Yes	Yes	Yes	No
Owner	Yes	Yes	Yes	Yes
Auditor	No	No	No	Read-only