People managers and admins can flexibly configure who can access the Perk platform, what information they can see, and which actions they can perform.
Access to the platform is given on a global level, determining who can sign into Perk to access sensitive company information, such as employee data, or who only receives information about the trips that have been booked for them.
Roles and permissions are used to determine the actions people can perform in Perk on a day-to-day basis, for example, booking trips, managing spending, or maintaining the Perk account.
Understanding access and roles
When you invite a new person to Perk, you determine whether or not they can access the platform with their own login.
No access
If you decide that they do not require access to the platform, they can still receive information about the trips booked for them. For example, you can add an external contractor to Perk and have a travel manager book a trip on their behalf so you can control travel spend. They still receive all communications about the trip, such as details about the booking and any changes in itineraries.
Access
If you give a person access to Perk, they can sign in using a Google account, using their email address, or using SSO. Since the email address is used to identify the person in Perk, it must be unique.
When they sign in, they can view different sections depending on their role. A role determines the type of access (view or edit) given to a person and the actions they can perform. In other words, whether a person can do things like create a trip or review a booking.
Roles and permissions
Perk combines roles with permissions to determine the actions that a person can perform. For example, some actions are based on the assigned role, while others are based on permissions.
- Role-based actions: Book travel as a guest, invite new users as a people manager, and manage platform settings as an account admin.
- Permission-based actions: Approve trips as an approver or line manager.
Any permissions that may be granted complement the role assigned to the person. For example, you may have a travel manager role to book on behalf of a specific group of employees, but they can also be an approver for all employees who book trips themselves.
All accounts must have at least one account admin and may have other roles depending on your Perk plan. You can assign one or more roles to someone depending on the actions they need to perform.
For example, someone with the travel manager role can book trips for a specific group of people. But, they may also need the analyst role to view reports and invoices for those people. If you have a Pro plan, you can assign multiple roles to one person.
The admin and people manager roles are responsible for adding people, giving access to the platform, and assigning roles.
General roles
General roles are for people who don't perform specific tasks related to your company's travel and/or spend. The guest and employee roles are for people who only need to book travel, and the account admin role is used for managing your account and company settings.
Guest: Manage their own trips, spend, and profile.
Employee: Manage their own trips, spend, and profile, and book trips for others.
Account admin: Manage settings and subscriptions for your entire organization.
For more information, see General roles.
Specialist roles
Manager
Specialist manager roles are designed for high-level oversight. These are ideal for HR or People team members who manage staff profiles, or people who handle travel bookings for the entire organization or just specific people.
Travel manager: Manage trips, travel profiles, and approvals for specific people. This role is only available to Travel customers.
People manager: Invite people and manage their profiles, account settings, and roles.
For more information, see Specialist manager roles.
Finance
Specialist finance roles are for managers and people from your Finance team who need access to travel spend, invoices, and other financial data. There are different roles depending on the level of access and the different information required.
Analyst: Access and download reports and invoices. This role is only available to Travel customers.
These roles are only available to Spend customers:
Financial reviewer: Review approved spend and export to ERP systems.
Auditor: Review financial records for compliance.
Invoice processor: View, edit, and manage invoices and supplier data.
For more information, see Specialist finance roles.
Admin
Specialist admin roles are for people who manage company cards or process travel expenses and need high-level access to specific sensitive information.
Card admin: Manage company cards, settings, and transactions. This role is only available to Spend customers.
Travel spend processor: Import and submit travel draft expenses and manage lodge cards.
Developer: Manage the technical integration of the Perk platform with other third-party systems.
- Company admin: Manage settings, users, and configurations for specific companies within a Perk account.
For more information, see Specialist admin roles.
Quick overview of the most commonly used roles
Note: *Travel managers can only perform certain actions for the employees they manage. Some of these roles may not be available to you depending on your plan.