# 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](https://workapproved.app/help/approve-by-email.md). 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](https://workapproved.app/help/what-the-risk-flags-mean.md). ## 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](https://workapproved.app/help/set-up-a-workflow.md) - [Approve by email](https://workapproved.app/help/approve-by-email.md) - [Passkeys and two-factor authentication](https://workapproved.app/help/passkeys-and-two-step-sign-in.md) Still stuck? Email hello@workapproved.app. This guide is also in the app at https://go.workapproved.app/help/add-approvers-and-people. ## Start your free trial 7 days free. A card is needed to start. From NZ$39 + GST per Xero organisation per month, unlimited users. [Start free trial](https://go.workapproved.app/register). --- Start a free trial: https://go.workapproved.app/register (7-day free trial, card needed) · Sign in: https://go.workapproved.app/login Contact: hello@workapproved.app (support) · security@workapproved.app (security reports) Legal: [Terms](https://workapproved.app/terms.md) · [Privacy](https://workapproved.app/privacy.md) · [Partner terms](https://workapproved.app/partner-terms.md) · [Subprocessors](https://workapproved.app/subprocessors.md) WorkApproved is a product of [Stone Pritchard Limited](https://stonepritchard.com), [NZBN 9429053953216](https://www.nzbn.govt.nz/mynzbn/nzbndetails/9429053953216/), New Zealand. © 2026 Stone Pritchard Limited. Xero is a trademark of Xero Limited. WorkApproved is an independent product and is not endorsed by, or affiliated with, Xero.