Permissions in Kleer for companies
The individual permissions and composite roles that exist in Kleer for ordinary companies: salary, expenses, time reporting and result per category.
A summary of the permissions in Kleer and what they mean
There are many different permissions to choose from in Kleer, and below are explanations of the most common permissions in the system.
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- Permissions for employees
- Composite roles
- Permissions for administering salaries
- Payment rights
- Administrators
If you have questions about any of the permissions mentioned here, or thoughts about your needs for permissions, feel free to contact your Kleer consultant.
Permissions for employees
The permissions under the heading User are for the companyâs employees, and they are needed for the employees to get salary, expenses or, for example, report time. See below for what they mean.
Payroll
The payroll permission is required for the employee to be paid a salary.
With this permission the salary is created automatically in Kleer, and the user can also see their payslip and save and approve their own salary. The user can also unlock their salary report until it is authorised.
Salary payment requires an employment contract in Kleer.
Expenses
This permission is needed for the employee to be able to report and handle their expenses. This applies both to private expenses and to purchases made with a company card.
The user can also see the status of their submitted expense journals, for example whether they are waiting for authorisation or have been paid out.
Time reporting
Time reporting is an additional service in Kleer. This module makes it possible to report time on projects, which can be used for invoicing, follow-up of chargeable time and more.
Which projects, and which activities, the person can report against is controlled at project level.
See result for own category
If a user is to see an income statement for a certain category, this permission needs to be switched on.
Which category the employee is then allowed to see is set on the category (Settings > Categories).
In the mobile app, the same permission controls whether the pot salary card is shown on the start page. The card is only visible to someone who has been given the role directly, not to a user who also happens to have access to the income statement for other reasons, for example through a broader role.
Composite roles
Under the heading Roles there are a number of ready-made permissions that consist of several individual permissions. Instead of having to tick a lot of individual permissions, it is enough to tick the role.
Finance manager
With the permission role âFinance managerâ in Kleer, the user can see and do everything in the system except payroll handling and payments. These require additional permissions, which are described in more detail below.
Manager
Users with the permission role âManagerâ can read employment contracts, authorise time reports and authorise expense journals for their subordinates.
Auditor
Users with the permission role âAuditorâ can see everything in the system, including secret information.
They cannot do anything in the system.
Permissions for administering salaries
Special permission is required to see and administer salaries. In addition to the ones below, there is a separate payment permission for salary and a right for the user to be able to see and approve their own salary. Both permissions are described further down in the guide.
Note that if a user is a line manager with permission to payroll for a number of employees, the user can see and approve those employeesâ salaries without the permissions below. This is set on the user next to the permission settings, on the tab called âOrganisationâ. Read more about the line manager further down in the guide.
Administer all the payroll
With the permission âAdminister all the payrollâ, the user sees all salaries in the company and can adjust amounts, make changes, approve and authorise all salaries.
The permission also gives access to see and adjust all employment contracts.
The user also gets access to all payroll reports under Reports in Kleer.
The exception is secret salaries and employment contracts, see the section Secret salaries below.
Read all the payroll
With the permission âRead all the payrollâ, the user sees all salaries in Kleer and their basis (except any secret salaries) without being able to administer them.
Secret salaries
You can mark employment contracts as secret in Kleer.
For a user to get access to these, the permission âAdminister secret payrollâ is required if the person is to be able to make adjustments, or the permission âRead secret payrollâ if the person is to be able to see but not adjust them.
Payment rights
Payment rights in Kleer are completely separate from other permissions and are not included in any role.
For security reasons, nobody at Kleer can carry out a payment in the system, and we cannot give other users this permission either. The exception to the latter is when the company is new and nobody has payment rights in the company. Then we can give it to one person (as a rule the authorised signatory). This person can then give payment rights to other users when needed.
Users with payment rights must log in to Kleer with BankID.
The payment rights that exist are the following:
Payment manager
With this permission, the user can pay everything that can and should be paid in Kleer. That is, supplier invoices, salaries and expenses. Manual payments always need to be made in the online bank and cannot currently be made in Kleer.
Pay out salaries
With this permission, a user can pay all of the companyâs salaries directly in Kleer.
Payment expenses
With this permission, a user can pay all of the companyâs expenses directly in Kleer.
Pay out supplier invoices
With this permission, a user can pay all of the companyâs supplier invoices directly in Kleer.
Payment pages (read permission)
In addition to the payment rights there is a separate read permission, âPayment pagesâ. It gives insight into the payment pages for supplier invoices, salaries, expenses and internal transfers without giving the right to pay. A user who has only the read permission can therefore see what is waiting for payment, but the buttons for making the payment are inactive.
Administrators
For users who are to be able to administer different types of tasks in the system but should not have access to everything (and therefore should not have Finance manager), there are permissions adapted for this.
Administer customer invoices
Users with this permission get access to the whole customer invoice module in Kleer.
The person can then create new invoices, adjust those waiting for authorisation, handle ongoing contracts, the customer register and products. In short, everything that belongs to customer invoices.
The person also has the right to approve, authorise and send all customer invoices.
With the permission, the user also gets access to the accounts receivable ledger under Reports in Kleer.
Administer supplier invoices
With the permission âAdminister supplier invoicesâ, the user sees the whole accounts payable ledger and all invoices.
The user can adjust those waiting for authorisation, that is, change the account, write comments, change the period and so on.
The person can also approve or reject the invoices.
The user can forward invoices to other users in the organisation to get an approval before authorisation.
The person has no authorisation right. This needs to be done by a user with the permission Finance manager, or in an authorisation chain.
Administer all expenses
A user with the permission to administer all expenses gets access to the whole expense module and can handle, approve and authorise all expenses.
The person can also see all expense journals.
Administrative categories
Administering categories means that the user gets access to âCategoriesâ under Settings in the top menu in Kleer.
The person can create new categories, close categories and give different users access to these categories.
With this permission you can also see the margins on each category.
Administer projects
With the permission âAdminister projectsâ, the user can administer all projects in the company.
The person can also authorise time in all projects, and unlock time reports in all projects, both from the weekly report and from the Time reports > Registered time list.
Administer company cards
With the permission âAdminister company cardsâ, the user can administer the companyâs Kleer Card: get the integration with Mynt, add cardholders and administrators, and add and edit other company cards manually.
The user sees all of the companyâs cards in the table on the Company cards page, not only their own.
Other ways to get rights in Kleer than a permission on the user
Some functions in Kleer give a user access to parts of the system without the person needing a permission on the user.
Line manager
The line manager is a structure that can be used to create more levels of approval in Kleer. It is set in the userâs settings, under the Organisation tab.
Either the permission is added on the user who is to be the line manager, and then you can add all the employees the user is manager for, or the line manager can be added on each individual user.
A line manager can see: salaries, expenses and time reporting. These three options can be ticked on or off depending on what the manager should have access to.
A line manager can approve expenses, time reports and salary. (If the manager should also be able to authorise time and expenses, the person can be given the role Manager, see Composite roles above.)
The managerâs reach follows the whole organisation tree, not only the first level. If one of the managerâs subordinates is in turn a manager for others, those employees are included too.
This is most noticeable on weeks that contain child-related absence, that is, care of a child and parental leave. Such a week can be approved by a manager higher up in the chain, and not only by the employeeâs own line manager. Previously the week view could show the absence without it being possible to save.
Project manager
This permission is set on each individual project.
The user can then administer the project, including members, budget and more.
The project manager can also see the income statement for the project and authorise the time of their project members.
Project managers cannot unlock authorised time.
Additional permissions
There are a number of other permissions in Kleer that make it possible to get more precise permission for individual tasks in the system than those mentioned above. Some of these are already visible when you hand out permissions to users in the company, while others may be hidden because they are used so rarely that we at Kleer switch them on when needed.
Feel free to contact your Kleer consultant if you have questions about permissions.