New Owner, Admin, and Card Manager role permissions

Overview

We have some exciting updates to our roles and permissions on the Extend platform. These updates include enhanced administrative capabilities for Owners and Admins and a new Card Manager role.

 

What’s New?

  1. Owner and Admin account access

Previously, Owners and Admins can only manage virtual cards and budgets from the credit cards they’ve registered themselves. Now, Owners and Admins will have org-wide edit access to all registered card accounts, allowing these roles to create and manage virtual cards and budgets across all registered cards in the org. 

  1. New role: Card Manager

This new role will allow owners to assign edit access to other team members. Card managers will be able to register cards themselves as well as receive permission to manage virtual cards and budgets using other registered cards within the org. 

Note: Card managers will not have access to other registered cards by default, the owner must grant access for each registered card account. 

  1. Card account registration

Members and Bookkeepers will no longer be able to register card accounts. If they need to register a card account, the Owner or an Admin will need to reassign them to the Card Manager role.

Note: Most organizations created in Extend before September 30, 2024, may need to acknowledge these updates in the app before changes are rolled out to their organization. Please look for the banner notification in the app to complete the necessary steps. More migration details can be found here.

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Why are we updating roles and permissions?

These enhancements are designed to give Owners and Admins expanded access and control over all registered card accounts, virtual cards, and budgets within the organization.

This update ensures that Owners and Admins have the necessary tools to:

  • Efficiently manage and control company spending.
  • Respond quickly to requests for changes to budgets and virtual cards.
  • Ensure organizational spending aligns with company policies and goals.

The Card Manager role is designed to designate certain users with the ability to register their own card, as well as, gain edit access to other accounts in the org, at the Owner’s discretion. 

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Updated Owner and Admin permission details

Owners and Admins with updated permissions have the ability to perform the following actions across all card accounts that are registered within the organization:

  • Create virtual cards and budgets directly from any registered credit card account.
  • Update any virtual card and budget details within the organization, ensuring that spending limits, active until dates, and other settings are always up to date.
  • Deactivate virtual cards and budgets, as needed, to help reduce fraud risk.
  • Approve update requests on virtual cards, such as increasing limits or extending active until dates. Note: Owners and Admins cannot update any card or budget creation requests, as those can only be approved by the owner of the funding source.

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New Card Manager role details

Owners and Admins will be able to invite users as Card Managers. This will be the only other role that can register a card account in Extend.

Owners will also have the ability to provide a Card Manager with selective edit access to other accounts in the organization. 

For the accounts they’ve been granted access to, Card Managers may:

  • Create virtual cards and budgets
  • Update any virtual card and budget details
  • Deactivate virtual cards and budgets
  • Approve card update requests

Note: When invited into an organization, a Card Manager will not be given access to any other accounts in the org. They will only be able to register a card account. Additional account access can only be given by the Owner after the user has joined the organization.

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Impact on roles

Owners continue to have control over all their organization settings, including company name and information. With this update, the Owner also has complete edit access to all card accounts within the organization, alongside their existing ability to manage Admins.

Admins now share equivalent permissions with Owners, except for managing organization settings and updating users or inviting new users as Admins. This enhancement allows Admins to fully support the financial operations of the organization, making them crucial in managing and optimizing company spending.

Card Managers will have the ability to register card accounts. They will also be able to have edit access over any other accounts at the owner’s discretion.

Bookkeepers retain their visibility over the permitted card accounts, virtual cards, and budgets they are granted access to, but do not gain any new permissions. Their role remains focused on financial oversight and reporting. They will no longer be able to register accounts.

Members continue to have access only to their own virtual cards and budgets. They will no longer be able to register accounts.