What is the Secretary Role
The Secretary role enables a user to create and manage expense transactions on behalf of other employees. This is useful for executive assistants, administrative staff, or centralized expense processing.
Can do:
Create receipts, per diems, mileage claims, and rewards for all other users in Company environment.
Edit expenses created for other users
Upload attachments to expenses created for others
View transactions created for other users
Cannot do:
Approve expenses
Access company settings
View all company expenses (only those they created for others)
Manage users
Prerequisites for Secretary Role
Company setting required: "Allow employees to see all company users" must be enabled.
Go to Company Settings
Click the tab “Approval”
Check box “Allow employees to see all users”
Resource assignment: Secretary must be added as a resource to all Accounts and Cost Centers of the users they will support.
Many of our customers have the company policy to leave the “Visibility” “Choose resources” field of Accounts and Cost Centers empty. This means that the Accounts and Cost Centers are visible to all company users
Example: If Employee A uses Asset_Account_1, Secretary must also be added as a resource to Asset_Account_1.
How to Assign Secretary Role
Contact Bezala’s customer support ([email protected]) and tell us who, i.e. tell us who needs the Secretary role and for which company environment(s) in Bezala.
Creating Expenses for Others
The Secretary can only create/edit expenses for other users in the web version (i.e. not in the app).
Choose the relevant expense form.
Select the user-owner from the dropdown list next to your name.
Default settings (accounts, cost centers) auto-filled based on selected user. The Secretary fills in the expense form for the user-owner according to expense claim used.
The expense belongs to the user-owner, not the Secretary, i.e. the user-owner will be compensated for the expense.
Normal approval workflow applies based on user-owner's approvers.
User Visibility for Secretaries
Secretaries can see all users with "Approver" role regardless of company settings
If "Allow employees to see all company users" is enabled, Secretaries see everyone in Company environment and can add expenses for anyone.
When Secretary Role is Removed
Previously created expenses remain with the original user-owners
Secretary loses ability to create new expenses for others
No impact on existing expense data
Secretary vs Other Roles
Capability | Secretary | Manager | Accountant |
Create expenses for others | Yes | No | No |
View all company expenses | No | No | Yes |
Manage users | No | Yes | Yes |
Access batches/reports | No | Yes | Yes |