As a Payhawk administrator, you can easily invite your company employees to the system and set a flexible team structure that corresponds to the needs of your organization.
Teams in Payhawk do not have to correspond to the formal internal structure of your company. Rather, they can reflect relations between employees based on a cost center or other type of project or location.
Default roles in Payhawk
When you invite employees to your company and teams in Payhawk, you'll need to define their roles. The following table summarizes the Payhawk roles available by default.
Role | Rights |
Employee | Your company employees who have been assigned the Payhawk employee role are cardholders of your Payhawk corporate cards.
They can submit and categorize expenses, and view details about their cards and subscriptions. |
Accountant | Your company employees who have been assigned the Payhawk accountant role have the same rights as the Payhawk employee role.
Additionally, they can manage expenses, export expense data, and see and edit the extracted data. |
Administrator | Your company employees who have been assigned the Payhawk administrator role have the same rights as the Payhawk accountant role.
Additionally, they can issue and close cards, update card limits, add spend policies, allow cash withdrawals, invite employees, and manage Payhawk billing among others. |
Other roles in Payhawk
Besides the default Payhawk roles each employee acquires within Payhawk, you can assign additional roles to employees that correspond to your internal workflows and requirements.
The custom roles you can create for your specific organization in Payhawk are the following:
Team manager
Second level manager
Category manager
Custom field manager
Specific employees for custom approval workflows
For more information, see the article about workflow approvers.
The Employees app
In Payhawk, actions related to employees and teams are done in the Employees app - for example, inviting or deleting employees, or creating, editing, and deleting teams.
The Employees app contains the following tabs:
The Employees > Active tab contains all employees who have successfully signed up (registered) in Payhawk.
The Employees > Invited tab contains all employees who have been invited to Payhawk but have not signed up yet.
The Employees > All tab contains both active users and users with pending invitations.
The Teams tab contains the teams Payhawk administrators create in Payhawk. From there, you can also edit teams, assign team managers, add employees to teams, or delete a team if needed.
The Teams > Not in a team section lists all employees that are not yet included in a team regardless of whether they have signed up or are active Payahwk users.
Defining the global team settings for your company
Before you start creating teams in Payhawk, you need to define their settings and, if needed, enable the categorization of your expenses based on the teams of employees.
The definition of the team settings for your company happens from Settings > Teams.
The following table shows the global team settings and their effect on your company's team structure.
Setting | Details |
Team organization and management | This option enables you to create teams and sub-teams and define your custom company structure.
When Team organization and management is enabled, the Team built-in expense field will be visible under Settings > Expense fields > Built-in fields.
By default, Team organization and management is enabled. |
Use custom organization structure name | This option allows you to use a different term for the employee organization at your company - for example, Cost center, Project, or Department. Once you change the name, it will be reflected in the Expenses app as well as in your export.
By default, the Use custom organization structure name option is set to Team. |
Allow employees to be members of multiple teams | This option enables the employees of your company to be part of two or more teams.
Notes:
By default, the Allow employees to be members of multiple teams is enabled. |
Team managers cards control | This option allows team managers to view and freeze their team member cards.
By default, the Team managers cards control is enabled. |