How Do I Assign A Specific Role To Someone?

Empowering your team with the right access is crucial for smooth operations, and ITILITE makes it simple to assign specific roles to users, ensuring everyone has the permissions they need to excel.

Table of Contents

Prerequisites
Step-by-Step Guide
Pro-Tips & Guardrails
Verification & FAQs

Prerequisites

To proceed, you need:

Admin privileges (Primary Admin, Travel Admin, or ITILITE Admin role) within your ITILITE account.

Step-by-Step Guide

Follow these steps to assign a specific role to a user in ITILITE:

From your ITILITE Admin dashboard. Click on Settings and select Users. This will take you to the User Management page, where you can view and manage all user accounts within your company.
On the Users page, locate the user whose role you wish to modify. You can use the search option to quickly find them by name or email. Once you've found the user, click the Edit details button associated with their row to open their profile settings.

Within the user's profile settings, scroll down to the Expense specific information section. Here, you'll find options to assign various Expense roles. Select the applicable roles you'd like to grant to the user, such as Expense Admin or Expense Finance Admin, by checking the corresponding boxes.
After making your selections, click the Save button to confirm and apply the assigned roles to the user. This action will immediately update their permissions within the ITILITE platform.

Pro-Tips & Guardrails

NOTE: The Submitter/Traveler role is the default for all users and allows them to file expenses. This baseline capability is not removed when you assign additional admin or finance roles; an Expense Admin can still submit their own expenses.

PRO-TIP: ITILITE supports multi-product permissions, meaning a single user can hold both Travel and Expense roles simultaneously (e.g., a Travel Admin who is also an Expense Admin). This allows for comprehensive management across both product areas from a single user profile.

NOTE: Changes to a user's role take effect as soon as they are saved in User Management. The user's permissions will update immediately, influencing what they can see and configure upon their next interaction with the platform.

PRO-TIP: Understand the distinction between key Expense roles: an Expense Admin gains access to comprehensive Expense configuration, policies, approvals, categories, payouts, and analytics. An Expense Finance Admin typically focuses on financial and reporting capabilities, such as managing payouts and exports, without necessarily having full configuration access.

Verification & FAQs

Once you save the changes, ITILITE will display a success message, such as "User updated successfully" or "Role assigned," confirming that the role has been applied. You can also verify the updated role by checking the user's details in the User Management list.

Q: What is the default role for all users in ITILITE?
A: By default, all users are assigned the Submitter/Traveler role. This allows them to file their own expenses and manage their personal travel bookings, forming the baseline for their interactions with the platform.

Q: What is the difference between an Expense Admin and an Expense Finance Admin?
A: An Expense Admin has broad access to configure Expense settings, manage policies, approvals, categories, and view analytics. An Expense Finance Admin typically focuses on financial operations like managing payouts, generating reports, and accessing financial analytics, with a more specialized set of permissions.

Q: Can a user have both Travel and Expense roles simultaneously?
A: Yes, ITILITE supports multi-product permissions. A single user can be assigned roles for both Travel and Expense products, such as being a Travel Admin and an Expense Admin, allowing them to manage both areas efficiently.

Q: How quickly do role changes take effect after saving?
A: Role changes are applied immediately upon saving in the User Management section. The user's permissions will be updated in real-time, and they will experience the new access levels the next time they interact with the ITILITE platform.

Q: Can I assign roles for users in other companies or organizations?
A: No, as a client admin (Primary Admin, Travel Admin, or Expense Admin), your role assignment capabilities are restricted to users within your own company. Cross-company access for role management is reserved for ITILITE Admin roles.