With the Fall'25 Edition, the new Payhawk roles of IT Admin, Senior AP Specialist, and Auditor were introduced. These roles update the way visibility settings for expense fields are interpreted in the new environment. All existing settings you’ve configured will be preserved and automatically adapted to apply the new role functions.
Visibility and permission control settings
Previously, the available visibility and permission control options (who can view and/or edit the values of a field or who can create expenses of a certain type) included:
Everyone - Granted visibility and/or permission to all employees, including those with the Payhawk Employee role.
Accountants and Administrators - Granted visibility and/or permission only to users with the Payhawk Accountant or Payhawk Administrator roles.
No one - No employees were granted visibility or permission.
Now, depending on the combination of the visibility settings, each is interpreted in a specific way.
Everyone, Accountants and Administrators, No one
The Everyone, Accountants and Administrators, and No One options were available for expense fields such as Category and Note.
Previously defined visibility or permission | Current interpretation |
Everyone | If visibility or permission was previously set to Everyone, the Employee, Accountant, and Administrator roles will now be pre-selected in the field. You can deselect any of them and add any other available roles from the drop-down role selector. |
Accountants and Administrators | If visibility or permission was previously set to Accountants and Administrators, the Accountant and Administrator roles will be pre-selected. You can deselect any of them and add any other available roles from the drop-down role selector. |
No One | The field will be empty by default. You can add any role from the drop-down role selector. |
Everyone, Accountants and Administrators
The Everyone and Accountants and Administrators options were available for expense fields such as Due date.
Previously defined visibility or permission | Current interpretation |
Everyone | If visibility or permission was previously set to Everyone, the Employee, Accountant, and Administrator roles will now be pre-selected in the field. You won’t be able to deselect the Accountant and Administrator roles, but you can deselect the Employee role and add any other available role from the drop-down role selector. |
Accountants and Administrators | If visibility or permission was previously set to Accountants and Administrators, the Accountant and Administrator roles will be pre-selected in the field. These roles cannot be deselected, but you can add any other available role from the drop-down role selector. |
Accountants and Administrators, No one
The Accountants and Administrators and No one options were available for expense fields such as Tax rate.
Previously defined visibility or permission | Current interpretation |
Accountants and Administrators | If visibility was previously set to Accountants and Administrators, the Accountant and Administrator roles will be pre-selected in the field. All other roles, except Employee, will be available for selection from the drop-down role selector. |
No one | If visibility was previously set to No One, the field will be empty. You can select any of the available roles from the drop-down role selector. |