Managing Team Members and User Roles

Learn how to add team members to your account, assign user roles, and manage their permissions.

Overview

This article explains how to add and manage team members, assign user roles, and grant or remove Advanced Permissions through your online portal or app. You control who has access to your account and what they can do.

Understanding user roles

There are 3 user roles you can assign — Administrator, Accounts, and Employee — plus the main account holder, who has full control over the account by default.

Main account holder

The main account holder is the business owner or primary account contact, and has full control over the account. Their permissions match the Administrator role, plus a few extras only they can hold.

Can:

• Update all personal and business details

• Request credit limit increases

• Manage all other users

• Access all features, including Rewards, Drawdowns, and Savings accounts

• View all transactions and add notes or receipts

Administrator

This role is for a trusted individual, like a co-director or partner, who needs significant oversight and management capabilities.

Can:

• Use any cards given to them for business spending

• View all accounts, with read-only access to balances, transactions, and settings

• Manage business details, including editing company information, bank accounts, and integrations

• Manage the team by inviting, editing, and removing other team members

Accounts

This role is ideal for a bookkeeper, accountant, or finance team member, giving them the access they need to manage the books without being able to change core business settings.

Can:

• Use any cards assigned to them

• View all accounts, with read-only access to balances and transactions

• View business details, like company information and bank accounts

• Manage accounting exports and integrations, to connect software and export transactions

Employee

This is the most straightforward and secure role for general team members. It gives them the spending power they need while protecting sensitive company information.

Can:

• Use any cards given to them for their role

• View their own activity and settings only, without access to wider account balances or company settings

Advanced Permissions

For Administrator and Accounts roles, you can grant one or more Advanced Permissions to give a trusted team member extra control:

• Manage credit accounts: Allows the user to issue and manage team credit cards, set spending controls, and oversee payment settings.

• Manage Savings accounts: Gives the user permission to move funds in and out of your business Savings account.

• Manage rewards: Gives the user permission to view your points balance, redeem points for cashback or gift cards, and convert points to travel rewards.

A team member can be assigned more than one Advanced Permission at a time.

How do I add a team member?

1. Go to the 'People' page in your online portal or app.

2. Select 'Add a new person'.

3. Enter the person's contact details and select their role (e.g., Administrator or Employee).

4. Choose whether to issue them a card and set any spending limits.

5. Confirm the details to send an invitation email.

The new team member will receive an email to complete their onboarding.

How do I change a user's role?

The main account holder or an Administrator can change a user's role.

1. Go to the 'People' page in your portal or app.

2. Select the person whose role you want to change.

3. In the portal, click 'User permissions'. In the app, select the current role.

4. Choose the new role from the list and confirm.

Note: If you upgrade a user to Administrator, they will need to accept new Terms and Conditions.

How do I grant or remove Advanced Permissions for an Administrator or Accounts role?

For existing users:

1. Navigate to the 'People' page.

2. Select the specific user (who must hold an Administrator or Accounts role).

3. Click the 'Manage role' button located under the 'User Role' section.

4. Tick or untick the specific permissions to grant or remove access.

5. Confirm the update.

For new users:

When inviting a new team member:

1. Select 'Add a new person' on the 'People' page.

2. Enter their contact details.

3. Select the Administrator or Accounts role.

4. You will be presented with options to select specific Advanced Permissions before sending the invitation.

How do I cancel or resend an invitation?

To cancel an invitation:

1. Go to the 'Cards' tab in your portal.

2. Select the relevant employee under 'Company cards'.

3. Click 'Cancel invite'.

To resend an expired invitation:

Onboarding links expire after 90 days.

1. Go to the 'Cards' tab in your portal.

2. Find the contact with the 'Invite expired' status.

3. Click 'Send reminder' to send a new invitation.

Why can't I add an employee?

If someone is already a contact on another Capital on Tap account, you cannot add them using the same email address. To resolve this, use a different email address for that person on your account.

Why can't an employee log in?

If a new team member is having trouble logging in, you should:

• Verify if the person's name appears in your portal's user list. If they do, this means they've already accepted the invitation. Ask them to use the 'Forgot Password' link to reset their password and log in.

• If the user isn't in the user list, check if they're in 'Pending invites'. If they're visible there, they haven't yet accepted the invitation. Ask them to search their email inbox for the original invitation, including the junk or spam folder. You'll see the option to resend their invitation if it's expired.

• If they're not visible in either section, they weren't invited successfully — you should try again.

Why hasn't an employee's card been issued?

This usually means the employee hasn't completed their onboarding. The employee needs to complete the form sent to them via email.

To resend the invitation, go to the 'Cards' tab in your portal and click 'Send reminder' next to their name.

Why can't an employee activate their card?

The main account holder must activate their own card first. If an employee tries to activate their card before the main account holder has activated theirs, they'll see an error message.

Can I add someone if they don't have a UK phone number?

No, all employees and account holders must be based in the UK and have UK mobile numbers.