Managing employees
An employee database is always evolving, with new employees coming in and others leaving. You can manage these changes from the Employee Overview. To do this, navigate to Application Management / Organization / Employees. From this overview, you can access all account details and add new employees.
Access to Spend Cloud
The first step in granting an employee access to the Spend Cloud is to create an account. After you've added the employee's details, they still won't be able to log in. This is because you need to specify their permissions by setting up roles. In these roles, you define what menu items and buttons the employee can access within their environment. Only when you've assigned a role can the employee log in and perform their tasks.
For more information on adding an employee, click here.
For more information on adding a role, click here.
Relevant Settings
Roles generally encompass all the permissions for an employee. For example, in the role, you can specify whether an employee can approve, place orders, or determine which books should be available. However, the selected organizational unit and group also influence permissions.
- Organizational Unit Permissions
When you add a role, the employee becomes part of an organizational unit. You can then specify which general ledger accounts and cost centers are available for this organizational unit. This allows you to limit the list of general ledger accounts and cost centers, ensuring that only the relevant ones are displayed.
- Groups
In the Procurement and Contract Management modules, you can work with Groups. You use groups to assign multiple employees to an action simultaneously. For instance, in the Procurement module, you can create a receiving group. When an order is placed, you can select this group, allowing all these employees to record the delivery.
For more information on receiving groups, click here.
In the Contract Management module, you can create a group of contract stakeholders. This way, when registering a contract, you only need to select this group, and all employees are recorded as contract stakeholders.
For more information on groups in Contract Management, click here.
If desired, after adding the employee and assigning a role, you can also link the employee to a group.
Blocked Employees
If an employee makes too many incorrect login attempts, their account becomes blocked. As an application administrator, you can unblock the account. To do this, go to Application Management / Organization / Employees and click the "Blocked Employees" button at the top.
Blocked users are automatically unblocked after 15 minutes. If you can't find the employee in this overview, it is likely the 15 minutes have already past. You can verify this by looking up their log in attempts in the log-in log and look at the time they were blocked.
Related Articles
Adding or editing employees
In ‘Employees’, you can manage your organisation’s workforce. Depending on your settings, this information may be updated automatically via automatic imports, or you may have to edit/create it manually. Employees overview From the overview you can ...Log of active employees
When an employee logs into Spend Cloud, it is recorded in the Logbook. Here, you can view any error messages during login and check which employees are logging into Spend Cloud. You can find the logbook under Application Management / Organization / ...Rights
In the application management of Spend Cloud, you will find the Rights menu. Rights are always bundled in a rights set. With a rights set, you determine which menus an employee has access to and which buttons they can use. In Application Management / ...Adding or edit an Administration
In the menu section 'Administrations', you can add a new administration or remove an administration, as well as view or edit the details of existing administrations. Adding an administration You can add a new administration by clicking on 'Add' at ...Countries
For the Cash & Card, Invoice Processing, and Procurement modules, you can add countries via Application Management / General / Countries. Why is adding countries important? The countries you add in this menu can be selected when editing card ...