Bezala uses roles controls what users can see and do. A user can have multiple roles simultaneously. If you want to update your or a colleague’s user role, please contact your company’s Manager or Accountant (usually someone in the accounting or payroll team).

Employee

Base role for all users. Employees can submit their own expenses (receipts, per diems, mileage, rewards), view their own expense history and status, and edit their profile settings.

Important: There is no separate user role for a supervisor/team leader/boss. The right to see team employee transactions and credit card transactions is given through approval cycles. An Employee can be a supervisor/approver if they have been saved as someone's approver in the approval cycle.

HR

The HR role has almost full Users-view and time & attendance section access:

View and manage "Time & Attendance"-section of Bezala
View and manage user edit-page but cannot manage user role section.
Needed to see SSN and Time & Attendance settings for each user in user edit view.
Set vacation stand-in for other users in user edit page.

Manager

Managers have full company access:

View and manage all expenses in the company
Add and manage users
Access company settings
View all time entries and absences

Requirements: Manager role requires also the Employee role to function. Needs HR role to be able to add SSN, vacation stand-in and Time & Attendance settings for users.

Accountant

Accountants can:

View all expenses, time entries, and absences
Create and manage batches for accounting export
Access reports and exports
Process expenses for payroll

Requirements: Accountant role requires also the Employee and Manager roles to function.

Secretary

Secretaries can create expenses (receipts, per diems, mileage, rewards) on behalf of other users. They can also edit and upload attachments for expenses they created for others.

Requirements:

The Secretary must be added as a resource to the relevant Accounts and Cost Centers
The company setting "Allow employees to see all company users" must be enabled
Secretary role assignment requires administrator access - request the role from our [email protected]

Note: If the Secretary role is removed, expenses previously created for others remain with those users.

Public (Approver)

Users with this role appear in approval cycle dropdowns and are visible to other employees in user lists. This enables expense delegation features.

Important: Having the Public role alone does not grant approval permissions—the user must also be assigned as someone's approver to approve expenses.

Money Checker

Money Checkers are the final approval step in all approval cycles they are added to. They are automatically added to the end of every approval workflow and cannot be bypassed by approval limits.

Beta Tester

Beta Testers have early access to new features before general release. This role does not work on its own, but in combination of other roles (eg. Manager + Beta Tester). The Beta Tester role gives access to some advanced settings in combination with the manager role. Read more here.

Role Combinations

Users can hold multiple roles simultaneously. Common combinations:

Employee + Public: Can submit expenses and appear in approval dropdowns
Employee + Manager + Accountant: Administrative access to the expense claim side of Bezala
Employee + HR + Beta tester + Manager + Accountant: Full administrative access
Employee + Secretary: Can create expenses for self and others

Data Visibility by Role

Role	What they can see
Employee	Own data only
Public (Approver)	Own data + data of users assigned to them for approval
HR	Users-view and Time & Attendance-section + own data
Manager	All company settings + own data
Accountant	All company settings + all expenses
Money Checker	Own data + data of users assigned to them for approval
Secretary	Own data + data of users they support (requires resource assignment)

User role chart for Basic Roles in Bezala

Basic roles	Employee	HR (see more)	Manager	Accountant + Manager
create/view/update/delete travel and expense claims	own + approved expenses	own + approved expenses	own + approved expenses	all
View credit card transactions and missing receipts	own expenses	own expenses	own expenses	all
Can add/connect receipts to credit card transactions	own expenses	own expenses	own expenses	all
Send missing email reminders	No	No	Yes	Yes
Upload/delete credit card bill transactions	No	No	No	Yes
View Accounting batches	own + approved expenses	own + approved expenses	own + approved expenses	all
View/Create/Edit/Delete budgets	own + approved expenses	own + approved expenses	own + approved expenses	all
Edit integrations	No	No	Yes	Yes
Send transactions to accounting	No	No	Yes	Yes
View/Create/Edit/Delete Account rules	No	No	Yes	Yes
View/Create/Edit/Delete email rules	Own rules	Own rules	Yes	Yes
Create new company and edit company settings	No	No	Yes	Yes
Add/Delete user	No	Yes, but can give only employee role	Yes, but cannot add if SSN is enforced (i.e. HR role needed)	Yes, but cannot add if SSN is enforced (i.e. HR role needed)
Edit User	No, just own in profile	Yes, except user role section	Yes, except SSN, Time & Atten-dance section and Vacation stand in	Yes, except SSN, Time & Atten-dance section and Vacation stand in
Create/Activate/Deactivate cost center	No	No	Yes	Yes
Create/Activate/Deactivate purchase types/ payment methods	No	No	Yes	Yes
Create/Activate/Deactivate reward types	No	No	Yes	Yes
Can be added to approval cycle	Yes	Yes	Yes	Yes
See transactions and card transaction of own employees	If the person has been added to the employee's approval cycle	If the person has been added to the employee's approval cycle	If the person has been added to the employee's approval cycle	all

Approval Cycle Priority

Roles affect expense approval order:

Company-specific approvers (applied at start)
Expense-specific approvers
Cost center-specific approvers
Account-specific approvers
User-specific approvers
Company-specific approvers (applied at end)
Stand-in approvers (if original approvers are on vacation)
Money Checkers (always last)
Default company approver (fallback)

Role Assignment Methods

Method	Supported Roles
User Management UI	Employee, Public, Manager, HR, Accountant, Money Checker
XLSX Import	Employee, Manager, HR, Accountant, Public, Money Checker, BETA_TESTER
NetSuite Sync	Employee, Approver (based on supervisor/reviewer)
Mepco Sync	Employee, Manager, Accountant, Public, Money Checker
Severa Sync	Employee, Approver

Notes:

The secretary role requires administrator assignment (i.e. contact [email protected])
Roles synced via integrations can only be added, not removed automatically

Understanding User Roles in Bezala