Team management

The Users tab (Administration > Team management > Users) is where you view and manage your team. The list displays the users in your organization or company who were added or invited to one or more of your entities on Tipalti.

Adding a user

You can add your users one by one or import your whole team in one go.
To add a user to your team:

1. Go to Administration > Team management in the Tipalti Hub
2. Click Add user > Add users manually
    
3. In the Add a user dialog, enter the user's first name, last name, and email to set up their profile. Make sure to enter a valid, correct email address as this will be used to send the invitation to register.
   
4. Select one or multiple roles to assign to this user.
   You can also set which entities they will have access to view and manage bills.
   If you're not sure which role is right for this user, read the descriptions below each role. More detailed info on roles can be found in User roles for teams.
   
   Select at least one user role. A user cannot be created without an assigned role. If your company uses multiple entities, select the appropriate entity access for the user and assign the relevant roles.
    
5. Once added, the new user will be sent an invitation by email to register for Tipalti.
   The new user will immediately show in your Users list, where you can take other actions.
   

Organizational Information

If the selected role includes permissions that allow the user to participate in approval workflows, additional organizational fields will be displayed. Previously, this information could only be provided through CSV import, but it can now be entered directly in the Add user dialog. You can optionally provide:

• Direct manager
• Level
• Primary employment entity
• Department
• Any custom fields configured by your company

These fields are optional. You can complete them during user creation or update them later by editing the user profile.

Send registration invite

When adding a user, you can choose whether to send a registration invitation immediately.

• Send invitation selected – The user receives an email invitation to register and access the system.
• Send invitation not selected – The user is created with Limited Access. They will not receive login credentials or be able to register, but they can still participate in approval workflows via email.
  You can send an invitation at any time later if the user needs access to the system.

If your company uses Single Sign-On (SSO) exclusively, the Send invitation to the system option will not be displayed.

Import users and employees

Required user permission: Payer Administration

Bulk import your entire team via CSV — including Bill approvers, AP processors, Finance managers, and admins, all in one go.

By doing so, you will not have to manually assign approvers for each bill. Tipalti AI will identify the relevant approvers according to the information that you provide and the approval policy rules that have been set.

You can also set a default role that is automatically assigned to new users when no role is explicitly specified during creation. Learn more about setting default roles.

Before adding your employee list to the Tipalti Hub, make sure that you have already defined employee-related custom fields of type 'List'.

User statuses

Each user in Team Management has a status that reflects their current access to Tipalti. You can filter the user list by status using the Add filter option.

• Active — The user has registered and has full access to Tipalti based on their assigned roles.
• Invited — An invitation has been sent to the user, but they have not yet registered. If you resend an invite to a user whose invite has expired, their status will change back to Invited.
• Locked — The user’s account was locked after an attempt of entering the platform with the wrong credentials. 
• Limited access — The user is a bill approver or employee with limited access to the Tipalti Hub. They can perform their assigned tasks (such as approving bills) but do not have full Hub access.

To send or resend an invite, find the user in the list, click the three dots menu, and select Send invite or Resend invite.

Bill approvers and settings

You can manage your team's information, access, and settings directly from the user side panel. This allows you to make changes to a user's profile without leaving the Team Management page.

Under the Settings tab, you can manage the user's entity access and bill approver settings.

For users assigned as Bill approvers, additional settings are available. Bill approvers are managed directly in Team Management alongside the rest of your finance team. You can:

• View, manage, and remove Bill approvers directly from the side panel.
• Select one or more entities where this user can view and access bills. The entity dropdown is only available for payers with multiple entities.
• Define the limited amount the approver can approve.
• Select the user who should receive approval requests when escalation is required.

These settings can later be used when creating and managing approval rules, helping ensure approval workflows follow your organization's approval hierarchy.

Adding new bill approvers doesn't replace existing approvers.

Bill approvers are free when they only have the Bill Approver permission. If you grant additional permissions, the user may count toward your contracted user total. Tipalti shows a notice if you reach your contracted limit.

Duplicating users

You can easily create a new user with the same roles and permissions as an existing user by duplicating them.

To duplicate a user:

1. Go to Administration > Team management in the Tipalti Hub.
2. Select a user from your list, click the three dots menu and select Duplicate. 
   
3. On the dialog, enter the new user's first name, last name, and email, then click Duplicate.
   Once done, a new user with the same roles and permissions as the previous will be created and added to your user list. They'll also be sent an invitation email from Tipalti.
   

Removing users

You can remove a single user or select multiple users to remove in bulk. When removing users, be sure not to remove users who may still be needed to perform actions or tasks on Tipalti.

To remove users:

1. Go to Administration > Team management in the Tipalti Hub.
2. Select one or multiple users from your team who you're sure can be removed and click Remove.
3. Confirm that you want to remove these users and their access from Tipalti in the dialog.
   That's it. Once removed, these users won't be able to access the Tipalti Hub.
   If you removed a user by mistake, you'll need to add them again and assign their roles.
   

Reset 2FA

You may need to reset a user's two-factor authentication (2FA) if the user moves to a different country, changes their phone number, or just to verify a user's phone number to ensure a secure login. To see how it works, watch 2FA overview video.

To reset a user's 2FA:

1. Go to Administration > Team management in the Tipalti Hub.
2. Find the relevant user and at the end of the row, click the three dots menu and select Reset 2FA.
3. In the dialog, click Reset 2FA to confirm.
   When the user next accesses the Tipalti Hub, they'll need to enter their mobile number again as part of the verification process.
   
   

Every user on your team has a user profile that displays information about their assigned roles, settings, and personal details. Here, you can get a concise overview of each user and what access they have to different parts of Tipalti.

To view a user's details, simply click on a user in the list, and the user profile side panel will open on the right, clearly showing the user's name and email address at the top.

The user's Assigned roles and any Available roles that are not assigned to this user are shown. To assign one of the available roles, select the role you want and click Assign.

You can read more about the specific permissions that make up that role by clicking See permissions.

View and edit user details

Under the Details tab, you can view and edit the user's personal information.

The following fields are displayed:

• First name and Last name — Editable. Click the edit icon to update.
• Email — Read-only. This is the user's Tipalti login email and cannot be changed. To update a user's email, create a duplicate user with the new email or add them as a new user, then remove the old user.
• Manager — The user's direct manager, as defined in your org chart.
• Title — The user's job title.
• Department — The department the user belongs to.
• Location — The user's office or work location.
• Entity — The Tipalti entity the user is associated with.

The Roles tab (Administration > Team management > Roles) is where you can view and manage your team's roles and permissions. Here you can see a list of the predefined and any custom roles in your organization or company.

There are 5 predefined roles:

• Bill approver
• Finance manager
• AP processor
• Finance approver
• Technical admin

To learn more about these roles, go to User roles.

Each role has its own predefined permissions (for example, the ability to process bills). A breakdown of a role's permissions can be seen by clicking on it and opening the side panel.

If you have many users and roles, you may find it useful to search for roles or users in the search box. You can also filter the list by role or who set the roles (Finance managers or Technical admins can create custom roles).

Set a default role

Team Management supports a configurable default role that is automatically assigned to new users when no role is explicitly specified during creation.
To set a default role:

1. Go to Team Management and select the Roles tab.
2. Click the 3-dot menu next to the role you want to set as default.
3. Select Set as default role.

The role is now marked as Default role in the Roles list.

How the default role is applied:

• Manual user creation — the default role is pre-selected in the Add user dialog. You can keep it or replace it with a different role before saving.
• CSV import — the default role is assigned automatically to any user whose Role field is left blank in the import file. If a role is specified, it takes precedence.

Creating a new role

Every financial business, operation, and team is different, so if you need a unique role that isn't predefined, then you can create a custom role with specific permissions.

To create a custom role:

1. Go to Administration > Team management > Roles in the Tipalti Hub.
2. Click Create new role
3. In the dialog, enter the role name (make sure to give the role a name that will be recognizable to other users, e.g., Bill clerk) and enter a brief description of the role.
   Once created, the new role name and description will show in your list of roles, and you can click on the newly created role to customize the permissions.
   

Customizing roles and permissions

A role consists of a set of permissions that allows a user to perform specific actions. Finance managers and Technical admins can customize roles.

To customize a role:

1. Go to Administration > Team management > Roles in the Tipalti Hub.
2. Click on a role in the table, and the side panel will open showing a breakdown of the role's permissions.
3. Under Select the permissions you want to give this role, you can pick and choose which permissions you want to give this role.
   Permissions are grouped under categories such as Bills, Payments, Payees, Tax, Cards, and General.
4. When you've selected or deselected the permissions you want, click Save.
   The customized role with the permissions you selected will be shown in your roles list.
   To customize further, just select the role again and edit the permissions in the side panel.
   

Other role actions

By clicking on a role in the list or from the side panel, you can also rename and delete roles.

You can delete one or multiple roles by selecting them from the roles list.

After clicking Delete, you'll need to confirm the deletion in a dialog. Once deleted, a role can't be assigned to a user, and if a user is assigned to that role, they'll lose all permissions connected to that role.

You may want to rename a role to make it clearer to your team's users or to suit your internal role naming conventions.

After clicking Rename, you can give the role a new name and description in the dialog. Once saved, the new name will replace the previous name in the roles list.