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Managing team members and user roles

Understanding user roles

There are five roles you can assign, each with different permissions:

Role Description Has permission to Does not has permission to

 

 

 

 

Main Account Holder

 

 

 

Has complete control over the account and is typically the business owner or primary account contact.
  • Update all personal and business details;
  • Manage all other users;
  • Access all features, including Rewards, Drawdowns, and Savings accounts;
  • View all transactions and add notes or receipts;
  • Request credit limit increases.
  

 

 

 

 

 

 

 

Admin

 

 

 

 

 

 

 

Admins have broad permissions but with some restrictions.
  • View account information;
  • Update business details;
  • Manage employees;
  • Add notes or receipts to all transactions;
  • Contact support.

Additional permissions can be granted when adding or editing an Admin:

  • Credit Administrator - can issue and manage cards, and set up and manage payments.
  • Savings Administrator - can access and manage savings accounts.
  • Rewards Administrator - can view and redeem points. Not applicable to Avios.
  • Update the Main Account Holder's personal details;
  • Request a credit limit increase;
  • Use drawdowns functionality;
  • Open a Savings account.

 

 

 

 

 

 

Accountant

 

 

 

 

 

 

This role is designed for financial oversight only.
  • View and export all account transactions and statements;
  • Add notes and receipts to transactions.

Additional permissions can be granted when adding or editing an Accountant:

  • Credit Accountant - can view and manage cards, as well as manage payments including Bill Pay.
  • Savings Accountant - can access and manage savings accounts.
  • Rewards Accountant - can view and redeem points.
  • Invite other users

 

 

Employee

 

This is the most limited role and is intended for cardholders who need to make purchases on behalf of the business.
  • Discuss their own card and transactions with Support;
  • Add notes and receipts to their own transactions.
  • View or discuss any other part of the account.

 

Authorised Account Person

 This role was designed for representatives or advisors, allowing someone to discuss the account without making changes.
  • Discuss the entire account with Support.
  • Make any changes to the account.

How to add a team member

  1. Go to the People page in your online portal or app;
  2. Select Add a new person;
  3. Enter the person's contact details and select their role (e.g., Admin or Employee);
  4. Choose whether to issue them a card and set any spending limits;
  5. Confirm the details to send an invitation email.

The new team member will receive an email to complete their onboarding.

How to change a user's role

The Main Account Holder or an Admin can change a user's role.

  1. Go to the People page in your portal or app;
  2. Select the person whose role you want to change;
  3. In the portal, click User permissions. In the app, select the current role;
  4. Choose the new role from the list and confirm.

Note: If you upgrade a user to Admin, they will need to accept new Terms and Conditions.

Granting or removing permissions for an Admin or Accountant

For existing users

  1. Navigate to the People page;
  2. Select the specific user (who must hold an Administrator or Accountant role);
  3. Click the Manage role button located under the User Role section;
  4. Tick or untick the specific permissions to grant or remove access;
  5. Confirm the update.

For new users

When inviting a new team member:

  1. Select Add a new person on the People page;
  2. Enter their contact details;
  3. Select the Administrator or Accountant role;
  4. You will be presented with options to select specific additional permissions before sending the invitation.

Cancelling or resending invitations

To cancel an invitation

  1. Go to the Cards tab in your portal;
  2. Select the relevant employee under Company cards;
  3. Click Cancel invite.

To resend an expired invitation

Onboarding links expire after 90 days.

  1. Go to the Cards tab in your portal;
  2. Find the contact with the Invite expired status;
  3. Click Send reminder to send a new invitation.

Troubleshooting

Why can't I add an employee?

If someone is already a contact on another Capital on Tap account, you cannot add them using the same email address. To resolve this, use a different email address for that person on your account.

Why can't an employee log in?

If a new team member is having trouble logging in, you should:

  • Verify if the person's name appears in your portal's user list. If they do, it means they have already accepted the invitation, and need to use the Forgot Password function to reset their password and log in as an existing user.
  • If the user is not in the user list, check if they are in Pending invites. If they are visible there, they have not yet accepted the invitation. Ask them to search their email inbox for the original invitation, including the junk or spam folder. You will see the option to resend their invitation if it has expired.
  • If they are not visible in either section, they were not invited successfully and you should reattempt.

Why hasn't an employee's card been issued?

This usually means the employee has not completed their onboarding. The employee needs to complete the form sent to them via email.

To resend the invitation, go to the Cards tab in your portal and click Send reminder next to their name.

Why can't an employee activate their card?

The Main Account Holder must activate their own card first. If an employee tries to activate their card before the Main Account Holder has activated theirs, they will receive an error message.

Can I add someone using a non-UK phone number?

No, all employees and account holders must be based in the UK and have UK numbers.