Overview

Administrators control two core components that define how users operate in Custodia: Permission Roles and Spend Profiles.

• Permission Roles determine what a user can access and manage in the platform. 
• Spend Profiles define how and under what policy a user can spend.

All administrative configuration is performed in the web application. This article explains how to create, edit, and assign Roles and Spend Profiles, and how to manage users through the Employee Role Mapping page.

Understanding Permission Roles

Permission Roles define the level of system access a user has.

For example, roles determine whether a user can:

• Access Company-wide data [ADMIN]
• Approve activities [APPROVER]
• Manage budgets [BUDGET OWNER]
• View financial data [FINANCE]
• Administer other users [TEAM MANAGER]

Custodia includes several out-of-the-box roles. As an administrator, you should assign roles carefully to ensure users have only the access required for their responsibilities.

Understanding Spend Profiles

Spend Profiles define a user’s spending authority.

Each user:

• Can be associated with one or more Spend Profiles 
• Each Spend Profile can be linked to a workflow policy

Spend Profiles determine what policies and rules apply to that user’s spend permissions and transactions.

You can create additional profiles to reflect your organization’s internal policies and approval structures.

How to Create or Edit Roles and Spend Profiles

Step 1: Navigate to Roles & Spend Profiles

From the top menu, go to: My Organization → Org Structure → Roles & Spend Profiles

Step 2: Create a New Role or Spend Profile

Click the orange + icon in the bottom right corner. 

A new row will appear. 

Enter: 

• Name of the Role or Spend Profile 
• Select whether it is a Role or a Spend Profile (Yes/No selection) 
• Add a Description to clarify its purpose 

Click the green check mark (✓) to save. 

• Click the red X to cancel. 

Step 3: Edit an Existing Role or Spend Profile

• Hover over the relevant row. 
• Click the pencil icon. 
• Make the necessary updates. 
• Click the green check mark (✓) to save changes, or the red X to discard.

Step 4: Delete a Role or Spend Profile

• Hover over the relevant row. 
• Use the action bar. 
• Select the delete option.

Be cautious when deleting Roles or Spend Profiles that are already assigned to users.

Assigning to Users – Employee Role Mapping

You must assign Roles & Profiles to users through the Employee Role Mapping page.

How to Assign 

Navigate to: My Organization → Employees Mapping → Role Mapping 

1. Click the orange + icon. 
2. In the Employee Search field, select the employee. 
3. In the Role or Profile field, choose the appropriate option.
4. Click the green check mark (✓) to save.

Repeat this process for each user who requires mapping.

Important Distinction

• Roles control system access and administrative permissions. 
• Spend Profiles control spending authority and policy enforcement.

Both must be configured properly to ensure the correct operational and compliance structure within your organization.