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Roles and permissions
The four roles
What each role can do
Traveller
Searches and books their own trips and claims their own expenses. Sees only their own trips and expenses. Does not see the wallet balance, only whether company funds cover a trip.
Books for themselves only, unless you allow more.
Approver
Everything a traveller can do, plus approves or declines the trips and expenses sent to them. Does not see the wallet balance unless an administrator turns it on.
Books for themselves only, unless you allow more.
Finance
Everything an approver can do, plus sees every trip, expense and report, and manages policies, approval workflows, people and company settings. Sees the wallet balance and adds funds unless an administrator turns it off.
Books for themselves only, unless you allow more.
Administrator
Everything finance can do, plus decides any approval and is the only role that can add or change administrators. Always sees the wallet balance and decides which other roles see it.
Books for anyone in the company, unless you limit it.
At a glance
Who can do what
| What | Traveller | Approver | Finance | Administrator |
|---|---|---|---|---|
| Search and book their own trips | Yes | Yes | Yes | Yes |
| Claim their own expenses | Yes | Yes | Yes | Yes |
| Approve or decline trips and expenses sent to them | No | Yes | Yes | Yes |
| Decide any approval, whoever it was sent to | No | No | No | Yes |
| See every trip and expense in the company | No | No | Yes | Yes |
| Invite people and change their roles | No | No | Yes | Yes |
| Add or change administrators | No | No | No | Yes |
| Set travel and expense policies and approval workflows | No | No | Yes | Yes |
| See the wallet balance and add funds (by default; administrators can change it for each role) | No | No | Yes | Yes |
| See analytics and export reports | No | No | Yes | Yes |
| Change company settings | No | No | Yes | Yes |
Booking for others
Who each person can book for
Booking for colleagues does not depend on the role. When you invite or edit a person on the People page, you choose who they can book for: only themselves, their team (the people who report to them, directly or through their managers), anyone in the company, or selected people.
Unless you change it, administrators can book for anyone in the company and everyone else books only for themselves. People whose access is turned off cannot be booked for. The travel policy and approvals always follow the traveller, not the person who books.
Finance and administrators can change roles. Only an administrator can make someone an administrator or change an administrator.
Company wallet
Who sees wallet balances
Administrators and Finance see the wallet balance and can add funds. Travellers and approvers see only whether company funds cover a trip. Administrators can change this for each role in Settings, except their own.
People without it never see the balance. When they book, they see "Company funds available", or "Not enough company funds" when the wallet can't cover the trip. Administrators and finance are then emailed once and see a notice in Nevo with who tried to book and the amount needed.
Low-balance alerts always go to administrators and finance, whatever this setting says.