Add approvers and people

Everyone who takes part in approvals is listed on the People page, and an approver does not need a Xero login.

Roles

• Administrator: sets up workflows, people and settings, and approves.
• Approver: approves, rejects and asks questions about what is sent to them.
• Viewer: reads approvals and certificates. Changes nothing.
• Auditor: sees everything, including settings, risk details and every version of every workflow. Changes nothing.

Add someone

You need to be an administrator.

1. Open your organisation, then People.
2. Choose Invite someone.
3. Enter their Name and Email address, and choose their Role.
4. Choose Send invitation.

They appear in the list straight away, so you can name them in a workflow at once. If you are inviting an administrator or auditor, you are asked to set up your own two-factor authentication first.

Approvers with no Xero login

Nobody has to be a Xero user to approve. Someone who has not set up a WorkApproved login shows Approves by email beside their name. They are sent a private link for each bill that needs them, and decide from that page with no password. See Approve by email.

The invitation lets them create a login if they want one. It lasts 14 days, and Invited shows until they accept. Once they have a login, they decide signed in.

Change a role

Pick a new role from the list beside their name. WorkApproved refuses a change that would leave the organisation with no administrator, or that would take someone out of a workflow they are still named in, and says why. Every change is recorded in the audit log, and the administrators are told.

What risk flags each person sees

Each person has a What risk flags they see setting: Full details, Short reason or None, or the default for their role. Administrators and auditors start with full details, everyone else with the short reason. See What the risk flags mean.

When someone is away

Anyone who can approve can set up a stand-in for the dates they are away. Administrators can set one up for anyone, under Stand-ins on this page.

Related

• Set up a workflow
• Approve by email
• Passkeys and two-factor authentication