---
title: Managing Team Members and User Roles
description: Managing Team Members and User Roles
---

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# Managing Team Members and User Roles

How do I manage team members and user roles?

The Main Account Holder can add team members to the account and assign them different roles to help manage the business finances. You control who has access to your account and what they can do.

### Understanding user roles

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

### Main Account Holder

The Main Account Holder has complete control over the account and it’s typically the business owner or primary account contact.

Can:

- Update all personal and business details
- Request credit limit increases
- Manage all other users
- Access all features, including Rewards, Drawdowns, and Savings accounts
- View all transactions and add notes or receipts

### Admin

Admins have broad permissions but with some restrictions.

Can:

- Update business details
- Manage employees and issue cards in the portal
- Set up payments
- Add notes or receipts to all transactions
- View most account information
- Contact Capital on Tap support

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

- Credit Administrator - can issue and manage cards and manage payments.
- Savings Administrator - can access and manage savings accounts.
- Rewards Administrator - can view and redeem points. Not applicable to Avios.

Cannot:

- Update the Main Account Holder's personal details
- Request a credit limit increase
- Drawdowns, or open a Savings account

### Accountant

This role is designed for financial oversight only.

Can:

- View and export all account transactions and statements directly from the online portal
- Add notes and receipts to transactions

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

- Credit Accountant - can view, manage cards and manage payments including bill pay.
- Savings Accountant - can access and manage savings accounts.
- Rewards Accountant - can view and redeem points.

Cannot:

- Invite other users

### Employee

This is the most limited role, intended for cardholders who need to make purchases on behalf of the business.

Can:

- Discuss their own card and transactions with Capital on Tap support
- Add notes and receipts to their own transactions

Cannot:

- View or discuss any other part of the account

### Authorised Account Person

This role allows someone to discuss the account without making changes and it was designed for representatives or advisors.

Can:

- Discuss the entire account with Capital on Tap support

Cannot

- 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.

### How do I grant or remove additional 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.

### How to cancel or resend an invitation?

### 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.

### Team members and user roles 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 login?

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 resent their invitation if it’s 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 if they do not have a UK phone number?

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

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