Roles, Rights and Function Profiles for Cash & Card

The roles overview can be found in the Application Management section of the Organization menu. The overview provides insights into all roles within Spend Cloud. A role defines the rights a staff member has for a particular organizational unit. General information about adding, viewing, editing, transferring, and deleting a role can be found in the Spend Cloud Portal article on 'Roles'.

In this article, we explain how you can easily view the configured roles overview for the Cash & Card module and how you can work efficiently by using permission sets with associated function profiles.

Roles Overview for Cash & Card

You can navigate to the roles overview through Application Management / Organization / Roles. If you make a selection on the left for the Cash & Card module, you'll get a comprehensive overview of all employees with permissions for the Cash & Card module. You can also make a selection based on organizational unit, which speeds up the loading time of the overview.

In the overview, you can see for each employee the function profile with associated rights, the book or books they have access to, and whether the employee is an approver for the displayed books.

Adding multiple identical roles

It can sometimes be useful to assign an employee the same role in multiple places within the organization. For instance, when an employee needs to review card books for multiple locations or be able to code transactions for multiple card books and close the periods for multiple card books.

This can be done through the 'Add Multiple Roles' function from the Organization / Employees menu.

Rights for the Cash & Card module

Via Application Management / Organization / Rights, you can create and manage permission sets. On the left side, you can select the Cash & Card module for the user part and for the application management part. After selecting the module, you will see all the components that belong to it in the middle of the screen.

When adding a role, you can then choose the configured permission sets. This ensures that the employee has access to the appropriate components in the Cash & Card module.

Tip: Link rights to function profiles. With function profiles you can easily manage roles for multiple employees who have the same permissions in Spend Cloud. Instead of giving each individual a role on a rights set with their own permissions you establish them in a function profile. More information about function profiles can be read in the following article: Function profiles and roles

For the Cash & Card module, we recommend the following rights sets:

1. Cash & Card employee: a rights set for employees who can make and account for expenses.
2. Cash & Card responsible person: a rights set for employees who review books.
3. Cash & Card administration: a rights set for employees who manage books and can provide balance.

We encourage to use the following rights sets for Cash & Card: Default right sets Cash & Card

A rights set forms the foundation for your function profile. By using function profiles, you can more efficiently manage roles and gain a clearer overview of the structure. This is also visible in the roles overview.

Extra permissions for Cash & Card

Working with function profiles ensures a smoother process when transferring roles to new employees, or when you want to update organizational changes for multiple employees in the Spend Cloud.

You can base a function profile on a rights set. This way, you can choose to create a corresponding function profile for each rights set. With "role authorizations," you can further specify the selected rights set, such as whether an employee can review a book. For Cash & Card, you have these additional role authorizations:

The liable card owner

Through the card settings, an employee with a role in the same organizational unit can be selected as the responsible card owner. With this function, the selected employee gains the ability to see an option in the app to link a device to the card for confirming online payments, and also to link your card to Apple Pay and/or Google Pay. The responsible card owner can perform certain actions on the card based on their rights, such as viewing and changing the PIN code or temporarily blocking the card. Previously, you also had to be the cardholder for this, but that is no longer necessary. When the card manager (formerly cardholder) role is enabled in the additional authorizations, you will have access to all card details of the cards linked to your accounts.

Extra information permissions Cash & Card

Books

Link the user to all books that fall under the selected organizational unit. The rights and other additional permissions determine which actions the user may perform within these books.

Cardmanager (previously card holder)

Cardmanagers can view all cards linked to the books and perform actions on them based on the selected set of rights. If the cardmanager function is disabled, a user can only perform actions on cardsfor which they are the liable card owner.

Close period

The user is allowed to close periods for the books they have access to. When module administrator is enabled, a period can be closed without needing to be assessed. The period is immediately prepared for further processing in administration. This option is not visible as an additional permission if module administrator is enabled in the selected set of rights. After a period has ended, the user will receive an email if there are still uncoded entries within that period.

Assess period

The user is allowed to assess closed periods for the books they have access to. The user will receive an email when periods are ready for review.

IDEAL payments permitted*

The option of iDEAL payment is only possible in combination with a bunq bank account. You can find more information about paying with iDeal via a Spend Cloud Card using a bunq account in this article.

However, you can make online payments with Spend Cloud Cards. Enabling online payment with Spend Cloud Cards can be done by enabling online payments in the card settings. It is also required to enable verification of payments via the Spend Cloud App. You can read more about this in the article Online payments with the spend cloud card. 

After configuring the rights sets, function profiles, and roles, you're ready for the next step in the Cash & Card setup: Requesting Cards.

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