Administration of the Secretary Role

The secretary role is assigned to users who need the ability to make settlements on behalf of other employees.

Note: The secretary role can only be managed by users with the Administrator role.
A secretary cannot approve expenses on behalf of others. Only users with the specific Approver role can approve receipts and expenses.

Setup in 2 Steps

To activate a secretary, the process must be completed in the following two steps:

1. Assign the secretary role to the selected user. How to assign a role to a user >>
2. Link the secretary to the employees they will be working for.

Step 2: Link Secretary to One or More Users

Once the role is assigned, the secretary must be activated on the relevant employee profiles:

1. Go to ADMINISTRATOR in the main menu.
   
2. Select USERS, and open the profile to which a secretary should be linked.
   
3. In the Affiliations section, a list of all users who have been assigned the secretary role is displayed.
4. Check the box next to the secretary or secretaries who should have access to the selected user.

Display Examples:

• No secretary selected: There are secretaries available in the system, but none are checked for this user.
  
• Secretary selected: A checkmark is placed next to the secretary or secretaries who have active access to the user.
  

How the Secretary Works in Acubiz

When a secretary logs into Acubiz (or the Acubiz app), they can select from the menu which employee they are working on behalf of.

1. Select employee from the list of linked profiles.
   
    
2. The system updates and now displays only transactions and receipts for the selected employee.