Card access and roles
Who can take a given card, and who can administer the whole module, are two different things. This article covers both.
Who can take a card
You may take a card if either of these is true:
- You are on that card's access list.
- You are a Credit Card Custody Admin.
The access list is shared with petty expense. A card's access list is the same list that controls who may spend on it. So granting someone a card lets them both physically hold it and spend on it. Keep that in mind when granting access.
Manage access (administrators)
From Finance → Credit Card Custody → Card access:
- Find the card.
- Add or remove the users who may use it.
- Save.
The two roles
Access to a card is separate from the two module roles, which decide what parts of the module a person can use:
- Credit Card Custody - User — the everyday role. Take, return and hand off the cards you're allowed, using the My Cards screen. No card registration or oversight.
- Credit Card Custody - Admin — the manager's role. Register and edit cards, manage access and the usage policy, and see every card's holder and full history. An admin can also carry cards.
Ask a system administrator to assign the role that fits — give most staff the User role, and the Admin role only to the Finance manager / card administrator.
Optional: a usage policy gate
Your organisation can require staff to read and sign a card usage policy before they take their first card (the same way drivers sign the vehicle policy). When this is switched on, the first Take prompts the person to read and accept the policy. Ask your administrator whether it's enabled.