How can I update a user's permissions?
User permissions are set within Settings > User Settings.
Access to categories (View / Submit)
Permission for which categories a user can view and submit against, and which purchase types they can submit is set per user.
Simply click on the user you wish to view or to make changes to:
- First you can choose which Purchase Options the user should be able to see and use when entering purchases. Learn more the Purchases Module here.
- Under the heading Fund Access, select which funds the user should be able to submit purchases against, and, if their user role has access to the reports module, view reports for.
- Once you have selected the fund, click on the 'View / Edit' button in the right-hand column to choose which categories in that fund the user should have access to.
You can then choose which categories that user has permission to access, and the level of permission (see image below).
For income categories, you can choose between 2 permission levels - you only need to do this for user roles where the user has permission to view reports:
- Summary Level - Allows this user to view overall monthly totals for this category
- Transactional Level - Allows this user to view transactions in this category
For expenditure categories, you can select multiple settings:
- Submit - Makes this category appear in the drop-down menu for this user when they are submitting purchases
Also for expenditure categories, if the user role has permission to approve purchases or view reports:
- Summary Level - Allow this user to view overall monthly totals for this category
- Transactional Level - Allow this user to view transactions in this category
Access to Modules and Reports
If you want to give access to a specific module or report, this is set within 'Manage User Roles'.
Simply select the role you wish to edit (or add a new user role).
Note: ExpensePlus gives you a default list of user roles with suggested permissions for each. However, you can change these, or delete them and add bespoke user roles for your organisation.
Then select the modules and reports you wish any users with that role to have access to.
For many modules and reports you can select either:
- View only - Allows the user to view this module but not to make changes or use it
- Standard - Allows the user to carry out any activities in this module
To help you understand how to customise ExpensePlus, watch the module overview video here.