How can I update a user's permissions?
This article explains how you can update a user's permission within their User Profile and their User Role.
User settings screen
User permissions are set within Settings > Users.
Access to categories
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:
- You can choose which purchase options the user should be able to see and use when entering purchases. You can learn more about purchases in our Purchases module overview.
- In the 'Fund Access' section, you can select which funds the user should be able to submit purchases against.
- 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 they have for these categories.
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
You can also give users access to categories via the Category Settings Screen by clicking on each category.
If you are trying to give users access to the categories in a prior year, you will need to do this via the Category Settings Screen:
- Select the relevant financial year
- Click on the relevant category
- In the popup that appears, select the users you want to give access to.
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 if required.
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 all users with that user 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 better understand how to customise ExpensePlus, please watch the module overview video here.