ApprovalMax Pay Wallets offer flexible role-based access controls to help you securely manage payments and conversions. These roles are independent from the standard roles in ApprovalMax:
Wallets are only available with the Batch Payment workflow.
In this workflow, people who process payments are added in the Pay step. However, being in the Pay step doesn’t automatically make them Wallet members. They still need to be invited by the Wallet Owner or a Wallet Manager.
Any active participants in your Organisation (e.g. regular users, Administrators, Workflow Managers) can be added as Wallet members.
Adding Wallet members
Adding Wallet members
The Wallet Owner, who is assigned by the Account Owner during Wallet onboarding and automatically becomes the initial member, starts by adding the first additional members:
Go to the Members tab in the Wallet. Click on Add Member and select a name from the drop-down list:
New members are added as Wallet Viewers by default:
The Wallet Owner can update their role to Wallet Manager if needed by hovering over the member's role to reveal a drop-down menu:
Please note: Wallet Managers can also add new Wallet members, but they can only assign the Wallet Viewer role.
Removing Wallet members
Removing Wallet members
The Wallet Owner has full control over member management and can remove any member. Wallet Managers can remove Wallet Viewers.
To remove a member:
Go to the Members tab of the Wallet
Locate the member you want to remove
Click on the Three-dot icon at the end of their row and select Revoke access:
Once someone is a Wallet member, the Wallet Owner can assign them one of the available Wallet roles to define what they can and cannot do with the Wallet.
Wallet Owner
Wallet Owner
The Wallet Owner is the highest-level role with full control over Wallet settings, funds and member permissions.
There can only be one Wallet Owner per Wallet. This person is explicitly selected during the KYB process and assigned as the Wallet Owner at that stage:
Wallet Owners can:
Add new currencies and create Wallets
Initiate currency conversions and payments
View all transaction histories and reports
Manage Wallet Managers and Wallet Viewers (assign, edit or remove roles)
Wallet Manager
Wallet Manager
Wallet Managers have most of the capabilities the Wallet Owner has, except: they cannot manage other Wallet Managers.
Wallet Managers can:
Add currencies and initiate conversions/payments
View transaction history and Wallet reports
Manage Wallet Viewers (add/remove/view permissions)
Wallet Managers typically help with day-to-day payment processing.
Wallet Viewer
Wallet Viewer
Wallet Viewers have read-only access.
Wallet Viewers can:
View transaction history and reports
Cannot add currencies, convert funds or make payments
Cannot manage other Wallet users
This role is ideal for finance or audit team members who need visibility without payment authority.
Wallet Roles overview
Wallet Roles overview
Role | Add currencies & initiate conversions/payments | View transaction history & reports | Manage Wallet Managers | Manage Wallet Viewers |
Wallet Owner | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes |
Wallet Manager | ✅ Yes | ✅ Yes | ❌ No | ✅ Yes |
Wallet Viewer | ❌ No | ✅ Yes | ❌ No | ❌ No |