Roles and access¶

Admin

Each app has its own roles. Give them on Settings › Users: open the user, and on Access Rights choose a level for each app. A higher level includes the ones below it. Staff also need their organisation and office on the Organization tab to see the records of their office.

Every role is listed below as it appears on the user form, with what it allows. The approvers of each request come from approval policies, not from these roles: see Approvals.

NPO Management¶

Level	What it allows
Staff	Use the NPO launcher and operating apps.
Country Director	Runs a country office; also gives the app roles listed at the end of this page.
Program Manager	Manages programmes and projects; also gives the app roles listed at the end of this page.
Finance Manager	Leads finance for an office; also gives the app roles listed at the end of this page.
MEAL Officer	Monitoring, evaluation and learning; also gives the app roles listed at the end of this page.

Organization¶

Guide: Organization

Level	What it allows
Viewer	Read the organization structure inside the user's visible scope.
Officer	Create draft units and edit units in operate scope.
Manager	Change a draft structure and assign roles.
Administrator	Activate a structure and configure types, regions, and scopes.
Global Administrator	Configure the root organization and see every unit in the allowed companies.

Funding¶

Guide: Funding

Level	What it allows
Viewer	Read donors, awards, and funds.
Officer	Create draft awards and funds.
Manager	Activate and close awards.

Subawards¶

Guide: Subawards

Level	What it allows
Viewer	Read calls, subawards, partner reports and assets.
Officer	Run calls, assessments, monitoring and prepare subawards, disbursements and reviews.
Manager	Approve assessments, disbursements and partner reports; activate and close subawards.

Programs & Projects¶

Guide: Programs & Projects

Level	What it allows
Viewer	Read programmes, projects and workplans.
Officer	Create and edit projects, workplans and results, and submit them for approval.
Manager	Manage programmes and every project in them.
Administrator	Configure programme settings and types.

Approvals¶

Guide: Approvals

Level	What it allows
User	Submit requests and act on approvals assigned directly or by delegation.
Manager	Review approval and delegation records inside organizational scope.
Administrator	Configure policies, authority matrices, delegations, and separation-of-duty rules.

Budgets¶

Guide: Budgets

Level	What it allows
Budget Viewer	Follow budgets and spending.
Budget Preparer	Build budgets and their lines; raise transfers and revisions.
Budget Owner	Be accountable for a budget and its spending.
Budget Manager	Activate, suspend and close budgets; manage exceptions.
Finance Reviewer	Review budgets and changes before approval, for finance.
Program Reviewer	Review budgets and changes before approval, for programmes.
Country Finance Manager	Same access as Budget Manager, for a country's finance lead.
Regional Finance Manager	Same access as Budget Manager, for a region's finance lead.
HQ Finance	Same access as Budget Manager, for headquarters finance.
Budget Approver	Same access as Budget Viewer; approvers are named in approval policies.
Budget Auditor	Same access as Budget Viewer, for auditors.
Budget Administrator	Configure fiscal years, periods, cycles, categories and control rules.

Procurement¶

Guide: Procurement

Level	What it allows
Requester	Raise purchase requisitions and follow them.
Procurement Officer	Run procurement cases: RFQs, tenders, bids, orders, receipts and vendors.
Evaluation Committee Member	Declare conflicts and score bids on evaluation committees.
Sealed Bid Custodian	Open sealed bids at the set time.
Procurement Manager	Oversee all procurement.
Procurement Auditor	Read every procurement record, for audit.
Procurement Administrator	Configure methods, thresholds, grant rules and categories.

Travel¶

Guide: Travel

Level	What it allows
Traveller	Request, track and settle own travel advances.
Travel Officer	See and process travel in the organization units they can see.
Travel Finance	Pay advances and reimbursements, record refunds, close advances.
Travel Administrator	Maintain per diem rates, expense types and travel policies.

Field Events¶

Guide: Field Events

Level	What it allows
Programme Officer	Plan and run own field events.
Events Manager	See and manage events in the organization units they can see.
Events Finance	Send, verify and post M-Pesa disbursements; bill supplier costs.
Events Administrator	Maintain event expense lines.

Documents¶

Guide: Documents

Level	What it allows
Documents User	See the documents their units, workspaces and clearance allow; upload to records they work on.
Records Officer	Triage the inbox, verify documents and manage folders in the workspaces they belong to.
Documents Manager	All workspaces, configuration, lowering confidentiality, legal holds and disposal.

Document Clearance¶

Guide: Document Clearance

Level	What it allows
Confidential	May see Confidential documents (contracts, payslips, performance) they otherwise have access to.
Strictly Confidential	May also see Strictly Confidential documents (safeguarding cases, medical, whistleblowing). Assign by hand to the HR director; the safeguarding focal point receives it with the safeguarding officer group.

Human Resources¶

Employees¶

Guide: Employees

Level	What it allows
Officer: Manage all employees	The user will be able to create and edit employees.
Administrator	The user will have access to the human resources configuration as well as statistic reports.

Time Off¶

Guide: Time Off

Level	What it allows
Officer: Manage all requests	Record and decide leave and allocations for staff; see leave reports.
Administrator	Can manage and configure all holidays and leave requests. A user without any rights on Time Off will be able to see the application, create his own holidays and manage the requests of the users he's manager of.

Recruitment¶

Guide: Recruitment

Level	What it allows
Interviewer	Interviewer right will give access to all job position/applications where the employee is defined. It will allow to refuse, plan meetings.
Officer: Manage all applicants	Manage applications, safeguarding checks and offers; issue contracts.
Administrator	Configure recruitment; approve requisitions when no policy applies.

Timesheets¶

Guide: Timesheets

Level	What it allows
Timesheet User	Records own time against projects, activities, awards and cost centres.
Timesheet Approver	Approves any employee's time, in addition to each employee's own manager.
Payroll Interface Officer	Imports payroll costs, distributes them by timesheet hours and exports approved hours.

Payroll¶

Guide: Payroll

Level	What it allows
Payroll Officer	Prepares payroll runs and payslips.
Payroll Manager	Approves, posts and pays payroll; configures salary structures.

Safeguarding¶

Guide: Safeguarding

Level	What it allows
Safeguarding Focal Point	Decides safeguarding concerns raised in recruitment and waives checks with reasons.

Fleet¶

Guide: Fleet

Level	What it allows
Officer: Manage all vehicles	See every vehicle request, confirm bookings without a policy, post recharges and vehicle costs.
Administrator	Fleet accounting, vehicle models and reporting.

Accounting¶

Guide: Accounting

Level	What it allows
Invoicing	Invoices, payments and basic invoice reporting.
Administrator	Full access, including configuration rights.

Journal Vouchers¶

Guide: Journal Vouchers

Level	What it allows
Journal Voucher Authorizer	Authorizes journal vouchers held for review before they post.

Supply Chain¶

Purchase¶

Level	What it allows
User	Create and confirm purchase orders (given with Procurement Officer).
Administrator	Configure purchasing.

Inventory¶

Level	What it allows
User	Record goods receipts (given with Procurement Officer).
Administrator	Configure inventory.

Roles that come with an NPO Management role¶

Choosing an NPO Management role on the user form also gives these app roles:

NPO Management role	Also gives
Staff	Documents › Documents User, Travel › Traveller
Country Director	Budgets › Budget Approver, Field Events › Events Manager, Funding › Officer, Procurement › Procurement Auditor, Programs & Projects › Manager, Subawards › Viewer, Travel › Travel Officer
Program Manager	Budgets › Budget Owner, Field Events › Events Manager, Funding › Officer, Procurement › Requester, Programs & Projects › Manager, Subawards › Officer, Travel › Travel Officer
Finance Manager	Budgets › Regional Finance Manager, Field Events › Events Finance, Funding › Manager, Procurement › Procurement Auditor, Programs & Projects › Viewer, Subawards › Manager, Travel › Travel Finance
MEAL Officer	Budgets › Budget Viewer, Field Events › Programme Officer, Programs & Projects › Viewer