How permissions work and how to configure roles in Soldo

Permissions in Soldo help you control what users can see and do. As a Super admin, you use permissions to delegate tasks safely, protect sensitive data, and tailor access based on your organisation’s structure.

Permissions are managed through roles. A role is a set of permissions that defines what a user is allowed to do in Soldo such as managing cards, creating users, exporting reports, or configuring settings.

Each role is based on a role type:

• Admin – Full access across all company resources
• Manager – Access limited to selected resources, such as specific users, wallets, or cards
• Employee – Access to their own assigned resources only

The role type is set when a custom role is created. Default roles like Limited Admin or Limited Access already have a defined role type built in.

When assigning a Manager role to a user, you’ll also need to assign a resource set or group. This defines which specific resources they can access, such as a particular team, group, or set of wallets.

Why use roles?

Assigning roles is the best way to scale access across your organisation while staying in control of who can do what. Roles help you:

• Delegate safely — for example, allowing a regional manager to oversee their team’s expenses
• Limit visibility — such as giving an external bookkeeper access to reports only

Default roles in Soldo

Soldo includes built-in roles for common responsibilities. These default roles can’t be changed or deleted:

• Super admin – Full access to everything, including Permissions and account settings
• Admin – Access and manage all the features but can't set permissions
• Limited admin – See and manage all the features but can't set permissions and can't access the configure section
• Leader – A Manager-type role with predefined access to a group
• Accountant – Access exclusively to the reports section and manage tags
• Employee – Access to everything about their own activities and reports (default role for newly created users)
• Limited access – An Employee-type role that can only add and manage transactions made with their own money and spend with their temporary virtual cards
• Driver – An Employee-type role that can only spend with Soldo fuel cards

All users automatically receive the Employee role. You can then assign additional roles based on their responsibilities.

Why create custom roles?

Custom roles let you shape access to match how your company works. You might create custom roles when you need to:

• Give a marketing team lead access to their team’s wallets and cards — but nothing else
• Let a finance team member top up user wallets, without seeing confidential employee data
• Set up separate roles for project-based groups, departments, or business units

Custom roles are based on three role types:

• Admin – Access to all resources
• Manager – Access to selected resources
• Employee – Access to own resources

When creating a custom role, think about what the user needs to do and who they need access to:

• Choose the Employee role type for someone who only manages their own spending
• Use the Manager type for someone responsible for a team, department, or group of users
• Select the Admin type for someone who needs visibility and control across the entire company

This helps you give users the right level of access, without exposing more than necessary.

Can a user have more than one role?

Yes. Users can hold multiple roles in Soldo. This is helpful when someone wears more than one hat.

For example, an operations lead might:

• Have the Employee role to manage their own cards
• Be a Manager for the logistics team
• Also have Accountant access to pull monthly reports

Users can switch between roles easily in the web or mobile app. Learn how to switch roles.

How to create a custom role

1. Log in to the web app as a Super admin.
2. Go to Configure > Permissions
3. Select Add role
4. Choose a role type:
   • Manager – Custom access to selected resources
   • Admin – Full access to all resources
   • Employee – Access to own resources
5. Give the role a name and description
6. Select the permissions the role should have
7. Click Save

How to assign a role to a user

1. Go to the Users section
2. Select the user
3. Open the Roles tab

To assign an Admin role:

1. Toggle on the Admin switch
2. Select the role from the dropdown
3. Click Save

To assign a Manager role:

1. Select Assign role under the Manager section
2. Choose the role and select a resource set (e.g. team or wallets)
3. Click Save

How to create a resource set

A resource set defines which users, cards, wallets, or groups a Manager can access. This allows you to match access to teams, departments, or regions.

1. Go to Configure > Permissions
2. Select Create resource set
3. Give the resource set a name and description
4. Choose access level (None, List, or All) for each resource type
5. Click Save

Editing or deleting roles

You can only edit or delete custom roles. Default roles such as Super admin, Admin, Leader, and Employee can't be changed.

To edit a custom role:

1. Go to Configure > Permissions
2. Select the custom role
3. Make your changes
4. Click Save

To delete a custom role:

1. Hover over the role and select the delete icon
2. Confirm by selecting Yes, remove

If deletion fails, it’s likely the role is still assigned to a user. You’ll need to remove it first:

• Admin roles: Disable the Admin toggle on the user
• Manager roles: Unassign the role from the user