User Roles in Jack

Modified on Thu, 28 Mar 2024 at 10:01 AM

Learn about the different user roles in Jack and how they empower you to efficiently manage access and permissions within your organization's expense management system.


Table of Contents


Responsibilities for Each User Role


User roles and responsibilities

Role

Business Owner

Admin

Bookkeeper

Employee

Transactions

Create

✅*

✅*

✅*

✅*

See details

Export

Users & Teams

Invite users

✅**

✅**

Deactivate users

Remove users

Edit user information

Assign manager

Create team

Delete team

Edit team information

Assign team member

See user status updates

Approve or reject user invitation request

Corporate Cards

Request card

✅*

✅*

✅*

✅*

Approve request card

✅*

✅*

✅*

✅*

Block request card

✅*

✅*

✅*

✅*

See company limit

See card details

Approval Workflow

Assign Editor for each module

❌ 

Edit approval workflow (add/remove/edit Drafter, Approver, Releaser)

Request

(Balance Management)

✅*

✅*

✅*

Request (all modules except Balance Management)

✅*

✅*

✅*

✅*

Approve 

(Balance management)

✅*

✅*

Approve (all modules except Balance Management)

✅*

✅*

✅*

✅*

Reject

(Balance management)

✅*

✅*

Reject (all modules except Balance Management)

✅*

✅*

✅*

✅*

Release Payment 

✅*

✅*

Company Balance

See company balance

Top up company balance

Withdraw company balance

✅*

✅*

✅*

Initiate transfer between Jack

✅*

✅*

✅*

* Only if the roles have permission from the company.

** Only if it has been approved by Business Owner/Admin.


Get to Know Available User Roles in Jack


Business Owner

The Business Owner role holds the highest level of access and control within Jack. A Business Owner can perform actions such as managing users and teams, set up an approval workflow, tracking company balance and card limit, and accessing all features and functionalities in Jack Portal and Jack App. There can be only one Business Owner in your company account, ensuring flexibility and delegation of administrative responsibilities. When your company is onboard to Jack, the first account used will be automatically assigned as Business Owner or Admin. By default, the Business Owner role is irreplaceable. However, if very needed, you can request to change it to our dedicated Account Manager.


Admin

Admin has elevated permissions and is responsible for managing users and their roles within Jack. They can create, edit, and remove user accounts, and also modify user roles for all users except for Business Owner and other Admins. They can give access permission to various modules and features with managing approval workflow. You can have more than one Admin in your company. Business Owner can change employees with Admin roles (if needed), directly in Jack Portal and the Admin can’t change Business Owner and other Admin information.


Bookkeeper

Bookkeeper has read-only access to Jack and can view reports, transactions, and other relevant data but cannot make any changes or submissions except the Business Owner or Admins give access to the Bookkeeper to create transactions, approve, or reject the transactions. In addition, Bookkeeper is able to invite other users to Jack, but the invitation will only be sent if it has been approved by the Business Owner or Admin. This user role is suitable for stakeholders or auditors who require access to expense information without actively participating in the expense management process. Bookkeepers contribute to transparency and accountability. Jack allows you to invite and assign more than one Bookkeeper to your company account, ensuring you can increase collaboration within the company. Business Owner or Admin can change employees with Bookkeeper roles (if needed), directly in Jack Portal. They can not do that independently.  


Employee

Employees are the primary users of Jack, responsible for submitting expense requests (if they obtain the Drafter permission) and managing their personal expenses. They have limited administrative privileges and access only to the functionalities relevant to their role. However, Employees are able to invite other users to Jack, but the invitation will only be sent if it has been approved by the Business Owner or Admin. Employees can efficiently track and monitor their costs, ensuring accurate record-keeping. Jack allows you to invite or assign more than one employee within your company account. Business Owner or Admin can change whose users get Employee roles (if needed), directly in Jack Portal. They can not do that independently.

The number of users in your company account with Jack's expense management software depends on your chosen subscription plan.


Team Manager

Team Manager is a special tag for the existing role in your company, allowing the role to have double responsibilities and capabilities outside their main role as Business Owner, Admin, Bookkeeper, or Employee. Team Managers in Jack possess limited administrative capabilities and are primarily focused on overseeing specific departments or teams. They can monitor expense reports, and approve or reject expense requests within their assigned scope. A Team Manager plays a pivotal role in enforcing expense policies and ensuring compliance. If you want to have Team Managers, ensure you have already created a Team in your company. You can have more than one Team Managers in your company and Team Managers can co-head several divisions. However, one Team can only be led by one Team Manager. Business Owner or Admin can change whose users get Team Manager roles (if needed), directly in Jack Portal. Learn more about Team Managers here.


Where Can I See My Assignee Role?

User role is accessible in both Jack Portal and Jack App. To view your assigned user role, you need to navigate to the Users & Teams page in the Jack Portal or Account menu in the Jack App.  You can see the Role column in the table. You can use a filter function to track certain user roles. This page serves as a central hub for managing user accounts and teams.


The Users & Teams page enables all roles to view different user roles. However, not all roles have equal abilities to manage usersBusiness Owners and Admins can modify other users' roles, whereas Employees and Bookkeepers lack this capability. This distinction ensures clear user management responsibilities within the company account.


In Jack App, you can access user role information in the Account menu and you will see your current user role. Unlike Jack Portal, you can not track other users’ roles in it. 




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