User types and fields

When creating or editing users, you will need to assign the user one or more types, and complete various fields.

User types

There are four main types of Capture Expense user. You can assign more than one user type to a user, although administrators have access to all functionality.

For more information on adding users, see Creating and editing users.

User type	Available functionality
Administrator	Can access and manage Settings.
Finance	Can view expense history for all users from the Archive tab within Expenses. Can view, approve, or reject expenses at any stage of a claim. Has access to Banking to manage and view credit card transactions across all users. Has access to Accounting to view and manage all expenses for export to third-party systems.
Auditor	Aimed at finance teams or external auditors who require reporting access without making changes. Has read-only access to financial data and reports. Can view and export expense history for all users from the Archive tab within Expenses. Can view and export expense data for all users from Insights. Cannot raise, edit, or approve expenses.
Employee / User	Can add expenses. Can view and manage receipts. Can view and manage their own expenses.

User fields

Name	Description
Active	Determines whether the account is active. If an employee leaves, you can deactivate the account to prevent access while keeping the user record.
Microsoft sign-in only	This user can only sign in using SSO.
Switch off all notifications	Individual notifications can be also be managed in People > My user preferences.
Administrator	Provides access to all system setup and administrative tasks.
Finance	Allows you to view and approve all employee expense claims.
Auditor	Allows you to view and export all approved expense claim data.
Local permissions only	For Admins / Finance only. The user only has their admin / finance permissions in the specific organisation they’ve been assigned to.
Email address	Enter the user’s contact email address so they can be invited to register and access the application.
Line manager	Select an approver from the list defined when approval workflows were created.
Approval workflow	Select a workflow that was created in Approvals.
Default vehicle	Select a vehicle from those created in Vehicles and rates.
Your home / place of work
Commute distance	You can enter their commute distance manually.
Work from home	Check this box if the user is contract to work from home.
Supplier code	For reimbursements, enter the supplier record code or ID from your accounting system.
Supplier code card	For credit card transactions, enter the supplier record code or ID. This may be a shared or bucket account across all users.
Supplier code advance
Payroll code	Enter the employee record code or ID.
Personal identifier
Department	Optional.
Location	Optional.