New User Roles

Ottimate has introduced industry-neutral, sector-agnostic default roles to simplify role management across various industries. These new roles follow a standardized naming convention: <Role - Access Permission>. The changes apply to new accounts, while existing accounts can opt in by contacting Customer Support.

The new standardized user roles are available to:

• New Accounts: Automatically enabled.

• Existing Accounts: Available upon request via Product Support.

Overview

To accommodate a broader range of industries, Ottimate has restructured default user roles. The new roles are designed to provide clear, intuitive access permissions while ensuring flexibility for customization. Existing roles specific to the hospitality sector have been renamed or retired for sector-agnostic usage.

Benefits

• Simplicity: Clear and descriptive role names enhance ease of understanding and assignment.

• Flexibility: Supports customization for specific business needs.

• Scalability: Ensures roles are relevant across multiple industries, allowing seamless onboarding of diverse clients.

• Improved User Experience: Reduces confusion with intuitive role and permission mapping.

New User Roles

Here is an overview of the new default roles:

1. Invoice Processor - Read Only: View invoices without additional permissions.

2. Invoice Processor - Read + Upload: View and upload invoices.

3. Invoice Processor - Full Access: Full invoice processing control (view, upload, map, edit, and approve).

4. Accounting - Upload Only: Limited to invoice uploads.

5. Accounting - Limited Access: Upload, map, and edit invoices but cannot approve or manage accounting tasks.

6. Accounting - Full Access: Full control over accounting processes (upload, edit, map, and approve invoices).

7. Administrator - Limited Access: View system data and reports but restricted from making changes.

8. Administrator - Full Access: Full system administrative privileges, including configurations and user management.

9. Payments Manager - Full Access: Manage payments, approvals, and holds.

10. Approve Only: Focused on invoice approval with limited additional permissions.

11. Buyer (for PO-enabled accounts): Responsible for resolving invoice matching variances (e.g., quantity/price mismatches).

Steps to Use

1. View Assigned Roles:

   • Go to Admin Settings under Settings.

   • Navigate to Manage Users to view assigned roles.

2. Customize Roles (for Custom Role Package users):

   • Under Admin Settings, click Manage Roles to view default roles.

   • Click on a role to see its permissions or customize as needed.

   • Create new roles or rename existing ones to fit your requirements.

Additional Information

Refer to the Role <> Permission Mapping document for detailed permission structures for each role. For further assistance, contact Ottimate Support.