Audience: System administrators and access owners
Roles and permissions
A role decides what a person can see and do. Almost every 'I can't find that page' question comes back to this.
Where to find them
Administration → Roles And Permissions. The page counts Total Roles Created, Active Roles and Inactive Roles, and lists each role with a Role ID such as ROL-4515-0007, a description, a status and a created date.
The roles Spendive provides
Super Administrator — full system access for managing the platform.
System Administrator — organisation administration.
Finance Director — strategic financial oversight and approval authority.
Procurement Manager — end-to-end procurement process management.
Procurement Officer — operational procurement execution including sourcing.
Accountant — transaction processing, invoice management and financial work.
Budget Analyst — budget planning, monitoring and financial analysis.
Auditor — read-only compliance and audit oversight across all modules.
Department Head — departmental request approval, oversight and team management.
Contract & Vendor Manager — vendor relationships and contract lifecycle.
Warehouse & Inventory Manager — inventory control, warehouse operations and stock transfers.
Sales Manager — customer relationships, sales operations and order fulfilment.
HR Administrator — people management and organisational structure.
Employee (Requester) — basic request creation and self-service access.
What the difference looks like in practice
An employee and an administrator signed into the same organisation see genuinely different applications. An employee sees Expenses as My Wallet, Cards and Expense Reports; an administrator sees Budget and Cards. An employee sees one page under Procurement; an administrator sees seven. An employee sees only their own records, where an administrator sees the organisation's.
Creating a role
Select Create Role to define your own where the supplied fourteen do not fit. Prefer adjusting an existing role to inventing a near-duplicate, since overlapping roles make later troubleshooting harder.
Note: When someone reports a missing feature, check their role here before treating it as a fault.
Adding and managing users
Users covers everyone in your organisation, how they are invited, and what happens when they leave.
Where to find them
Users in the sidebar. The page counts Total Users, Active Users and Inactive Users, and has four tabs: Users, Org Chart, Invites and Import History.
Inviting people
Invite Employee — invite one person.
Import — load many at once; past loads appear under Import History.
Export — take the current list out.
Invitations that have been sent but not yet accepted appear under the Invites tab.
What a user record shows
Name with their department underneath, a User ID such as SPE-USER-9563, the Role they hold, their Branch, a Status and a created date. The user ID is what to quote in a support ticket.
Managing an existing user
The actions menu on each row offers:
View — open the full record.
Mark as blocked — suspend access without removing the person.
Delete — remove the user.
Note: Prefer Mark as blocked to Delete when someone leaves. Blocking stops access while keeping their history attached to the requests and approvals they were part of.
Org Chart
The Org Chart tab shows the reporting structure. Since departmental approvals route to the head of department, this is a quick way to check that structure is complete before troubleshooting a stalled approval.
Using user groups
User groups gather people together so approvals, budgets and other settings can be applied to the group rather than to each person.
Where to find them
Administration → User Groups. The page counts Total Groups, Active Groups, Inactive Groups and Total Memberships.
Creating a group
Select Create Group.
Name the group after what it is for, not who is currently in it.
Add the members.
Save.
What groups are used for
Groups organise members for approvals, budgets and similar settings. Where several people share an approval responsibility, a group avoids configuring each of them separately — and avoids the gap that appears when one of them leaves.
Memberships are counted separately
Total Memberships counts people-in-groups rather than people. Someone in three groups counts three times, so the figure will exceed your user count in most organisations.
Note: No groups exist by default. If approvals are being configured person by person, groups are usually the tidier option.
Access-management checklist
Create departments, designations, locations, and user groups before inviting a large user population. Invite or import users, then assign the correct role, department, branch, and reporting structure. Use the Employee (Requester) role for standard self-service access; use a specialist or administrator role only where the person needs the extra pages. Use Mark as blocked when access must stop but transaction history must remain. Check the audit log after material role or permission changes.
If a user cannot see a feature, first confirm the organisation, role, and record ownership. Requesters generally see their own records, while administrators see organisation-wide records.
Need help? If the page, field, or approval action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support.