Overview
The JustLogin Expense module uses a role-based access model. Each user is assigned one or more roles that determine what actions they can perform. This article describes all default roles and their permissions.
Default Roles
| Role | Description | Key Permissions |
| Super Admin | Full access to all Expense module features | All functions: submit, approve, reimburse, configure, manage users |
| Expense Admin | Full access to all Expense features except integration | Submit, approve, reimburse, configure categories/currencies/preferences |
| Submitter | Default role for employees; can create and submit claims | Create claims, create reports, submit reports for approval |
| Reimbursement Officer | Can process reimbursements for approved reports | View approved reports, mark reports as reimbursed |
| Reports Admin | Unrestricted access to the Reports section | View and export all expense reports across the company |
| Expense Integration Admin | Manages third-party integrations (e.g., Xero) | Configure and manage integration settings |
Custom Roles
In addition to the default roles, administrators can create Custom Roles to define specific permission sets tailored to your organisation's workflow. To create a custom role:
- Go to Expense > Administration
- Click the Role Setup tab
- Click + Add Role
- Enter a role name and configure the permissions
- Click Save
Approver Configuration
Approval authority is configured per employee in the Approvals page. A user does not need to hold a specific 'Approver' role — any user assigned as Approver 1 or Approver 2 for another employee will see those expense reports in their Approvals tab. Multi-level approval is configured in the approval workflow settings via Settings > Company Settings > Approvals page.
| Note There is no built-in role named 'Approver'. Approval access is granted by assigning a user as Approver 1 or Approver 2 in the employee's workflow settings, not by role assignment. |