The Payhawk role extensions come out of the box with a predefined set of permissions that are limited to a specific context. For example, a Team Manager can access and manage information related only to their team, while an Executive Assistant has permissions related to a specific individual at the company.
The contextual restriction of the Payhawk role extensions is designed to fine-tune the segregation of duties within your company and make sure employees have access only to what they need based on their role.
Availability
For the time being:
Payhawk role extensions are only available at the group level.
The new Team Manager and Executive Assistant role extensions can be set up and managed only from the group level.
The permissions of the Executive Assistant role extension cannot be modified.
You can assign both the Team Manager and Executive Assistant role extensions on the individual account level.
Payhawk role extensions permissions
The Payhawk role extensions:
Can be assigned in addition to any built-in Payhawk role for extra capabilities within specific contexts.
Allow for modifying their predefined set of permissions.
Payhawk role extensions | Permissions |
Team Manager | The Team Manager role extension allows team leads to view the cards, expenses, and related activity of their team members. They can also approve expenses (if included in approval workflows), issue, freeze, and unfreeze cards, and invite team members and other team managers.
The role is ideal for team leads or managers, as it provides greater autonomy and the necessary tools to manage their team’s spending and responsibilities more efficiently. |
Executive Assistant | The Executive Assistant role extension allows employees to impersonate another employee (for example, a C-level executive) to manage expenses and submit requests on their behalf.
The role is ideal for executive assistants or support staff who need to interact with the system, create and edit expenses, requests, or purchase orders, and handle Payhawk-related tasks on behalf of high-level managers, without granting full access to sensitive data. |
The Team Manager role extension
In Payhawk, Team Managers require distinct permissions that differ from those of the built-in roles. To effectively manage their responsibilities, they need to view and oversee the cards and expenses of their team and sub-team members.
Team Managers can view all cards issued to members of their teams and sub-teams by switching to the My teams cards view.
While Team Managers cannot access full card details or modify card limits, they do have the ability to freeze cards belonging to users within their team structure. Once a card is frozen by a Team Manager, it can only be unblocked by another Team Manager or a Payhawk administrator.
To monitor spending, Team Managers can switch to the My team expenses view, which provides an overview of all expenses created by their team and sub-team members. They can edit expenses before submission and are also allowed to submit expenses on behalf of the respective owners.
In Payhawk, you can choose not to assign Team Managers to specific teams or disable the team structure entirely for your organization.
The Executive Assistant role extension
At Payhawk, Executive Assistants require a unique set of permissions that differ from the platform’s built-in roles. To efficiently support their assigned executives or senior managers, they need access to view and manage the associated cards and expenses.
To view and manage the executive's expenses and requests, Executive Managers can use the Delegated view.
Assigning role extensions
To assign the Team Manager role extensions, you need to assign an employee as a Team Manager.
To assign or edit the Executive Assistant role extension:
Log in to the desired Payhawk account.
Navigate to Employees and select the desired employee.
In the Assistance tab, click on the drop-down list.
Add or edit the executives the employee needs to assist.
Click on Save.
Editing the Team Manager's permissions
To update the permissions of the Team Manager's role extension:
Go to Group Dashboard > Roles and permissions.
Under Role extensions, select Team Manager.
On the next screen, toggle on or off the needed permissions.
Click on Save changes.
Viewing Payhawk role extensions and permissions
You can view the Payhawk role extensions from Group Dashboard > Settings > Roles and permissions.
The full list of permissions enabled for a role extension can be viewed by selecting the desired role extension in Group Dashboard > Settings > Roles and permissions.
