In this article, we refer to “Location” and “Department”. Your domain may have different labels due to custom organizational categories. Learn more here.
User Roles and Custom Permissions Overview
Summary (TL;DR): Understand Procurify's default user roles and learn how to customize individual user permissions to control access to modules, features, and system settings.
Prerequisites
You must have Superuser permissions or a custom role with access to Manage Users.
Part 1: Default User Roles
In Procurify, users are assigned roles that group specific permissions together. These roles determine which modules a user can access to perform their job duties.
Requester: Allows users to access the Request module. They can submit requests for orders, expenses, travel, and spending card funds, and view the status of their past requests.
Approver: Grants access to the Approve tab. Approvers can authorize or reject requests, Bills, and payments based on their assigned approval routing workflows.
Purchaser: Grants access to the Procure tab. Purchasers can view approved order requests, generate official Purchase Orders, and manage Vendors and the product catalog.
Receiver: Grants access to the Receive tab. Receivers can pass or fail physical items and services to accurately update the Purchase Order status.
Reporter: A view-only role that grants access to the Reports tab for exporting financial data.
Accounts Payable: Grants access to the Accounts Payable tab. AP users can create Bills, process payments, and complete credit card reconciliations.
Superuser: Grants full administrative access to the entire Procurify domain. Superusers can manage users, configure budgets, define approval routings, and grant account access to third-party support.
Part 2: Customizing User Permissions
While default roles cover standard workflows, you can customize individual permissions to grant or restrict specific access. This granular control keeps your domain secure while empowering users to do their jobs without relying on an administrator.
Why Customize Permissions?
Streamline the UI: Hide unused features to simplify the platform for your team, such as disabling the Travel Request or Spending Card modules.
Delegate Administrative Tasks: Configure access to the Settings page so specific users can update tools like Account Codes or Vendors without requiring full Superuser access.
How to Change User Permissions
If you do not see detailed permission checkboxes in your domain, please contact Procurify Support to have the feature enabled.
Navigate to Settings on the left-hand navigation bar.
Select Manage Users.
Locate the applicable user and click on their name to open their profile.
Navigate to the Roles & Permissions tab.
Click Edit Permissions.
In the pop-up window, toggle between the General and Settings tabs.
Check or uncheck the applicable permissions boxes to modify their access.
Click Apply to save your changes.
Note: If a user needs the exact same custom permissions applied frequently, you can create a Custom Role to apply those grouped settings to multiple users at once.
Additional Information: