Roles and Permissions

Define how the users and employees of your organization interact with Zoho Spend by assigning them with roles and permissions. By creating customized roles, you can control the level of access each person has based on their designation, responsibilities, or department needs. Once the roles are set up, they can be assigned to individuals as you invite them to your Zoho Spend organization.

User Roles

User Roles determine the level of access a user has within the Admin View of Zoho Spend. These roles are typically assigned to finance teams, approvers, managers, and administrators who handle configuration, policy settings, report approvals, procurement, accounts, reimbursements, audits, and overall spend management.

In Zoho Spend, there are seven default user roles that define the level of access and permissions for each user:

• Admin (or) Super Admin: Unrestricted access to all modules and Settings.
• AP Admin: Unrestricted access to all Purchases modules except Request for Quotes.
• AP Staff: Create, submit, and approve transactions for all Purchases modules except Request for Quotes.
• Travel & Expense Admin: Unrestricted access to all Travel and Expense modules.
• Payroll Admin: Unrestricted access to all Payroll modules.
• Procurement Admin: Unrestricted access to Vendors, Items, Purchase Requests, Request for Quotes, Purchase Orders, and Purchase Receives modules. Can view Bills and Vendor Payments.
• Procurement Staff: Create, submit, and approve transactions for Vendors, Items, Purchase Requests, Request for Quotes, Purchase Orders, and Purchase Receives modules. Can view Bills and Vendor Payments.

Create New User Role

You can create custom user roles with fine grained permissions for each module, ensuring that every user can only access and perform the actions relevant to their responsibilities. Here’s how:

• Go to Settings on the left sidebar.
• Click Roles & Permissions under People.
• Click the + New Role dropdown in the top right corner and click User Role.
• Enter the Role Name.
• Enter a Description for this role.

Configure the permission and access level for this role:

Travel and Expense

• Allow user to manage the preferences for all travel and expense modules: Mark the checkbox to allow users to manage the preferences for all the travel and expense modules.

Connect Cards

Purchases

• Allow user to manage the preferences for all purchase modules: Mark the checkbox to allow users to manage the preferences for all the purchase modules.

General Budgets

You can provide access to:

• View Shared Budgets
• View All General Budgets
• Manage All General Budgets

User Budgets

You can provide access to:

• View All User Budgets
• Manage All User Budgets

Analytics Reports

Payables

Purchases

Settings

You can provide access to:

• Manage Users
• Update Organization Profile
• Configure Vendor Portal
• Configure Employee Portal
• Signatory
• Payment Gateway
• Taxes
• Currencies
• Tags
• Subscription
• Departments
• Company Policies
• Chart Of Accounts
• Expense Categories
• Merchants
• Projects
• Customers
• Payment Modes
• Payment Terms
• Reminders
• Custom Views
• PDF Templates
• Email Templates
• Integrations
• Provide access to protected data
• Data Backups
• Designations
• Automation
• Incoming Webhooks
• Signals

Once you’ve marked the checkbox for the permission and access level that you want to provide for this role, click Save.

Edit User Role

Here’s how you can edit a user role:

• Go to Settings on the left sidebar.
• Click Roles & Permissions under People.
• Hover over the role you want to edit and click the More icon.
• Select Edit.
• Make the necessary changes and click Save.

Clone User Role

Here’s how you can clone a user role:

• Go to Settings on the left sidebar.
• Click Roles & Permissions under People.
• Hover over the role you want to clone and click the More icon.
• Select Clone.
• You can still make any changes if necessary and click Save.

Delete User Role

Here’s how you can delete an user role:

• Go to Settings on the left sidebar.
• Click Roles & Permissions under People.
• Hover over the role you want to delete and click the More icon.
• Select Delete.
• Confirm your action by clicking Delete again in the pop-up.

Employee Roles

Employee Roles define what employees can view and perform within the Employee Portal. These roles are designed for employees who submit expenses, create trip requests, manage cards, record purchase requests, or track reimbursements.

In Zoho Spend, there are two default employee roles that define the level of access and permissions for each employee:

• Approver: Create, submit, and approve transactions, and leave and regularization requests based on your organization’s module preferences.
• Submitter: Create and submit transactions, and leave and regularization requests based on your organization’s module preferences.

Create New Employee Role

Here’s how you can create a new employee role:

• Go to Settings on the left sidebar.
• Click Roles & Permissions under People.
• Click the + New Role dropdown in the top right corner and click Employee Role.
• Enter the Role Name.
• Enter a Description for this role.

Configure the permission and access level for this role:

Travel and Expense

• Allow delegate to submit records: Mark the checkbox to allow delegates to submit records.
• Allow delegate to approve records: Mark the checkbox to allow delegates to approve records.

Employee Budgets

You can provide access to:

• View Own Employee Budgets

Connect Cards

• Allow employees to manage personal cards: You can provide access to allow this employee to manage their personal cards.

Approvals

You can provide access to:

• Allow users to add additional approvers

Once you’ve marked the checkbox for the permission and access level that you want to provide for this role, click Save.

Edit Employee Role

Here’s how you can edit an employee role:

• Go to Settings on the left sidebar.
• Click Roles & Permissions under People.
• Hover over the role you want to edit and click the More icon.
• Select Edit.
• Make the necessary changes and click Save.

Clone Employee Role

Here’s how you can clone an employee role:

• Go to Settings on the left sidebar.
• Click Roles & Permissions under People.
• Hover over the role you want to clone and click the More icon.
• Select Clone.
• You can still make any changes if necessary and click Save.

Delete Employee Role

Here’s how you can delete an employee role:

• Go to Settings on the left sidebar.
• Click Roles & Permissions under People.
• Hover over the role you want to delete and click the More icon.
• Select Delete.
• Confirm your action by clicking Delete again in the pop-up.